Step 1: Export everything while you still have access

Before you change or cancel anything, export a full copy from your current CRM. Most CRMs let an administrator export each kind of record (contacts, companies, leads, deals) as a CSV file. Export each one separately and keep the files somewhere safe. They are also your archive of history you choose not to bring across.

Step 2: Decide what to bring

A switch is a good moment to leave clutter behind:

  • Bring current customers, the companies they belong to, and anyone you have dealt with in the last two to three years.
  • Bring open leads and live opportunities, so nothing in progress is dropped.
  • Leave in the archive old activity history, long-dead prospects and closed deals from years ago.

Keeping only what you have a reason to keep is also good practice under the Privacy Act; our Privacy Act guide explains why.

Step 3: Import in the right order

Import companies first, then the contacts who belong to them (with a company name column to link each person), then leads. Importing in that order means every contact lands already attached to the right business.

In NovaSoft One each import file can hold up to 500 records, so split a larger export into several files.

Step 4: Check the column mapping

Every CRM names its columns a little differently. NovaSoft One’s Data Hub import recognises the headings most CRM, address book and accounting exports use, such as “E-mail Address”, “Account Name” or “Business Phone”, so many files map themselves. Check each mapping before you continue. When a file has more than one column for the same field, such as a work phone and a mobile, the first is mapped and you choose whether to swap it.

Step 5: Preview a sample, then import the rest

Import a small file first and open a few records to check names, emails, phone numbers and company links. The import preview shows what will be created and flags problem rows before anything is saved.

If some of the people are already in NovaSoft One, choose whether matching records are skipped or updated. Contacts are matched by email address, and companies by email address or name. Paid plans keep an import history and can roll back an import that went wrong.

Step 6: Reconnect the rest of your day

With the records in place, connect the tools around them: your Gmail or Outlook mailbox so emails sit on the customer record, your enquiry forms and booking pages, and your team’s accounts with the right permissions. Re-create open opportunities in the pipeline with a next step, so each one has an owner and a date.

Step 7: Pick a cut-over date

Running two CRMs side by side means updates land in the wrong one. Choose a date, tell the team the new CRM is the source of truth from then, and keep the old system read-only until you are sure nothing is missing. Then cancel it.

Common questions

Can we bring our email and activity history?

Usually not in full. Most businesses bring the records and a notes field, keep the exported files as an archive, and let new activity build up from the day they switch. Connecting your mailbox brings new emails onto each customer record.

Can we import deals?

NovaSoft One imports contacts, companies and leads. Re-create open opportunities in the pipeline by hand, which is also a good chance to give each one a clear next step; closed deals can stay in your archive.

How long does it take?

For a small business with a few thousand records, an afternoon: an hour to export and tidy, an hour to import and check, and the rest to connect your mailbox and set up the team.

This guide is general information for Australian businesses, not legal, tax or financial advice. Check anything specific to your situation with a qualified adviser or the relevant government agency.