CRM Migration Guide

Migrate from Salesforce, HubSpot, or any CRM platform to Arvelo Built CRM

Overview

We migrated from Salesforce to Arvelo Built CRM ourselves, so we understand the process. While it requires some planning, migrating your CRM data is straightforward when you follow the right steps.

The good news: Most CRM platforms allow you to export your data as CSV files, and Arvelo Built CRM has built-in import functionality that makes bringing your data over simple.

What You Can Migrate:

• Leads and Contacts
• Opportunities and Deals
• Accounts and Companies
• Activities (Notes, Calls, Emails)
• Custom Fields (with mapping)
• Historical Data

Migration Process Overview

The migration process follows these general steps, regardless of which CRM you're coming from:

1 Export Your Data

Export your data from your current CRM as CSV files. The specific steps depend on which CRM you're using (see guides below).

2 Prepare Your CSV Files

Review and clean your exported data. Remove any unnecessary columns, ensure data is properly formatted, and check for duplicates.

3 Import into Arvelo Built CRM

Use our built-in import feature to upload your CSV files. Our system will help you map your existing fields to Arvelo Built CRM fields.

4 Verify and Clean Up

Review your imported data, check for any issues, and make any necessary adjustments. Our import system provides detailed reports of what was imported.

Exporting from Your Current CRM

The export process varies by CRM platform. Here are guides for the most common sources:

Migrating from Salesforce

We did this ourselves, so we know it works. Here's how to export your data from Salesforce:

Export Leads

  1. Log into your Salesforce account
  2. Navigate to Leads in the main menu
  3. Click the List View dropdown and select "All Leads"
  4. Click the Export button (or use the gear icon → Export)
  5. Select the fields you want to export (we recommend: First Name, Last Name, Email, Phone, Company, Title, Status, Rating, Lead Source, Created Date)
  6. Choose CSV Format
  7. Click Export and wait for the email with your CSV file

Export Contacts

  1. Navigate to Contacts in Salesforce
  2. Use the same export process as leads
  3. Export fields: First Name, Last Name, Email, Phone, Account Name, Title, Mailing Address

Export Opportunities

  1. Navigate to Opportunities in Salesforce
  2. Export fields: Name, Account Name, Amount, Stage, Close Date, Probability, Lead Source
  3. Note: You may need to export opportunities separately from leads/contacts

Important: Salesforce may limit the number of records you can export at once. If you have more than 10,000 records, you may need to export in batches or use Salesforce's Data Loader tool.

Migrating from HubSpot

  1. Log into HubSpot
  2. Go to Contacts → Export
  3. Select the properties (fields) you want to export
  4. Choose date range if needed
  5. Click Export and download the CSV file
  6. Repeat for Companies and Deals if applicable

Migrating from Other CRMs

Most CRM platforms have export functionality. Look for:

  • Export or Download options in your CRM's main menu
  • Reports section where you can export report data
  • Settings or Admin area for bulk data export
  • API access if you're comfortable with technical tools

If you can't find export options, check your CRM's documentation or contact their support. Most modern CRMs allow data export in CSV format.

Data Types You Can Migrate

Arvelo Built CRM supports importing various types of CRM data. Here's what you can bring over:

Leads

  • Contact Information
  • Company Details
  • Lead Status
  • Lead Rating (HOT/WARM/COLD)
  • Lead Source
  • Notes and Comments

Contacts

  • Name and Title
  • Email and Phone
  • Company Association
  • Address Information
  • Custom Fields

Opportunities

  • Deal Name
  • Amount and Currency
  • Pipeline Stage
  • Close Date
  • Probability
  • Associated Lead/Contact

Accounts/Companies

  • Company Name
  • Industry
  • Revenue
  • Address
  • Website
  • Account Owner

Activities

  • Notes and Comments
  • Call Logs
  • Email History
  • Meeting Records
  • Task History

Custom Data

  • Custom Fields
  • Tags and Categories
  • Custom Properties
  • User-Defined Fields

Importing into Arvelo Built CRM

Once you have your CSV files exported, importing them into Arvelo Built CRM is straightforward:

1 Access Import Feature

After logging into Arvelo Built CRM, navigate to the Leads section (or Contacts, Opportunities, etc., depending on what you're importing).

Look for the Import button or option in the menu.

2 Upload Your CSV File

Click Choose File and select your exported CSV file. Our system will automatically detect the columns in your file.

3 Map Your Fields

Our import wizard will show you a mapping interface where you can match your CSV columns to Arvelo Built CRM fields:

  • Required fields: First Name, Last Name, Email
  • Optional fields: Company, Phone, Title, Status, Rating, etc.
  • Custom mapping: Map your custom fields to appropriate Arvelo Built CRM fields

4 Configure Import Settings

Before importing, you can configure:

  • Duplicate handling: Skip duplicates, update existing, or create new records
  • Default values: Set default lead source, sales rep, or status for imported records
  • Data validation: Choose how to handle invalid or missing data

5 Review and Import

Review a preview of what will be imported, then click Import. Our system will:

  • Validate your data
  • Check for duplicates
  • Import records
  • Provide a detailed import report

Import Features:

• Field Mapping: Automatically detect and map common fields, with manual override options

• Duplicate Detection: Identify and handle duplicate records based on email address

• Batch Processing: Handle large imports efficiently

• Error Reporting: Detailed reports of successful imports, skipped records, and errors

• Import History: Track all your imports for reference

CSV Format Requirements

For best results, ensure your CSV files follow these guidelines:

Requirement Details
File Format CSV (Comma-Separated Values) or Excel (.xlsx)
Encoding UTF-8 (most exports use this by default)
Header Row First row should contain column names
Required Columns First Name, Last Name, Email (for leads/contacts)
Date Format YYYY-MM-DD or MM/DD/YYYY (our system handles both)
Special Characters Commas in data should be within quoted fields

Common Issues to Avoid:

• Missing header row (first row should be column names)

• Inconsistent date formats

• Special characters not properly escaped

• Empty required fields (First Name, Last Name, Email)

• Very large files (consider splitting into batches of 10,000 records or less)

Tips for a Successful Migration

Based on our own migration experience, here are tips to make your migration smooth:

Before You Start

  • Backup your data: Always keep a copy of your original exported files
  • Clean your data first: Remove duplicates, fix formatting issues, and standardize data before importing
  • Test with a small batch: Import a small sample (10-20 records) first to verify the mapping works correctly
  • Plan your migration: Decide which data types to import first (we recommend: Leads → Contacts → Opportunities)

During Import

  • Review field mappings carefully: Make sure your CSV columns map to the correct Arvelo Built CRM fields
  • Set appropriate defaults: Configure default values for fields that might be missing in your export
  • Handle duplicates: Choose whether to skip, update, or create new records for duplicates
  • Monitor the import: Watch for any error messages or warnings

After Import

  • Verify your data: Spot-check imported records to ensure data integrity
  • Review import reports: Check how many records were imported, skipped, or had errors
  • Update relationships: If you imported leads, contacts, and opportunities separately, verify they're properly linked
  • Test your workflows: Make sure your imported data works with your business processes

Common Questions

How long does migration take?

It depends on the amount of data you're migrating. Small businesses (under 1,000 records) can typically complete migration in a few hours. Larger migrations (10,000+ records) may take a day or two, especially if you need to clean and prepare data first.

Will I lose any data?

Not if you follow the process correctly. We recommend:

Can I migrate custom fields?

Yes! Our import system allows you to map custom fields from your old CRM to appropriate fields in Arvelo Built CRM. If you need completely custom fields that don't exist, we can build them for you as part of our custom development services.

What if I need help?

We're here to help! Contact us at support@arvelobuilt.com for migration assistance. For complex migrations or custom field requirements, we also offer migration services as part of our custom development offerings.

Can I migrate historical data?

Yes, you can import historical data including old leads, contacts, opportunities, and activities. Our system preserves creation dates and historical information when importing.

Ready to Migrate?

Start your free trial and begin migrating your data today. Our import tools make it easy to bring your CRM data over from any platform.

Start Free Trial

Need Migration Help?

If you have a complex migration or need assistance, we offer migration services:

Contact us at migration@arvelobuilt.com to discuss your migration needs.