# CRM migration template — the one-hour checklist (Propuls)

Goal: leave a spreadsheet or an older tool without losing a client, a quote or an invoice.
Realistic effort: one focused hour, then one parallel switch-over month.

---

## 1. Export first (15 min)

- [ ] Clients / leads → CSV (name, company, email, phone, status, last interaction)
- [ ] Quotes and proposals → PDF (plus a CSV of amounts if available)
- [ ] Invoices → PDF + CSV (number, date, net amount, tax, payment status)
- [ ] Signed contracts and engagement letters → PDF
- [ ] Store everything in a dated folder (`crm-export-YYYY-MM-DD`)

> Do not cancel any subscription before opening every exported file.

## 2. Sort: import only what is alive (10 min)

- [ ] Keep the leads you would genuinely chase this quarter
- [ ] Archive (outside the CRM) deals lost more than 6 months ago
- [ ] Merge obvious duplicates (same email / same company)
- [ ] Delete unused columns before importing

Suggested minimum import columns:

```
name;company;email;phone;status;next_action;next_action_date;notes
```

## 3. Rebuild two or three standard offers (20 min)

The highest-leverage step: every later quote starts from these.

- [ ] Offer #1 (your most frequent engagement): title, deliverables, duration, rate
- [ ] Offer #2 (long engagement / retainer): phases, milestones, payment schedule
- [ ] Offer #3 (audit, workshop or small format): tight scope, fixed price
- [ ] Shared terms: quote validity, deposit, payment terms, late fees
- [ ] Legal details: company number, tax status, insurance where applicable

## 4. Set a dated next action (10 min)

- [ ] Every active deal has a clear status
- [ ] Every active deal has **one** next action, with a date
- [ ] Quotes sent more than 7 days ago have a scheduled follow-up
- [ ] Overdue invoices have a scheduled chase

## 5. Run one month in parallel

- [ ] All **new** quotes go out from the new tool
- [ ] The old tool becomes read-only (no new records)
- [ ] Check invoice numbering stays continuous in the new tool
- [ ] End of month: reconcile signed, collected and overdue on both sides
- [ ] Export the old tool one last time, then cancel

---

## Final check before cancelling

| Check | OK |
| --- | --- |
| All invoice PDFs archived locally | ☐ |
| Client history readable without a subscription | ☐ |
| Invoice numbering consistent and continuous | ☐ |
| Quote / contract templates rebuilt | ☐ |
| Follow-ups scheduled on every active deal | ☐ |

Template by [Propuls](https://getpropuls.com) — CRM, quotes, e-signature and invoices for freelancers.
Start for free: https://getpropuls.com/signup