Moved without losing a record
AssistBPO's CRM migration assistant does the slow, careful part of moving from one system to another. Field mapping, data cleanup, test imports, record-by-record QA and the user checklists that follow.
- Data & back office
- Employed, screened, managed
You keep your consultant or admin on the design decisions and give the hours of mapping and checking to a named person who has done it before.
What does a CRM migration assistant do?
A CRM migration assistant handles the hands-on work of moving contacts, companies, deals, notes, tasks and files from an old CRM into a new one. That means building the field map, cleaning source data, running test imports, reconciling record counts, loading the final data and checking the result with your users, under the direction of whoever owns the migration.
· Reviewed by Issabela Masters
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CRM migration: what we do and how it runs
A CRM migration assistant handles the hands-on work of moving contacts, companies, deals, notes, tasks and files from an old CRM into a new one. That means building the field map, cleaning source data, running test imports, reconciling record counts, loading the final data and checking the result with your users, under the direction of whoever owns the migration.
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What it is
A CRM migration assistant handles the hands-on work of moving contacts, companies, deals, notes, tasks and files from an old CRM into a new one. That means building the field map, cleaning source data, running test imports, reconciling record counts, loading the final data and checking the result with your users, under the direction of whoever owns the migration.
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What you get
Field mapping, cleanup, test imports and QA done by a named person
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How it runs
HubSpot, Salesforce, Zoho, Pipedrive, GoHighLevel, Follow Up Boss and practice systems
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Match
A 20-minute discovery call on the source, the target, record volumes and who owns design decisions. Within 72 hours we propose a named assistant who has migrated into your target system before, plus a trained backup, and a first-pass scope.
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A named assistant, a backup and a team lead
In your hours, inside your tools, with a reply from a person within 1 business day. Call +1-657-777-0006 or ask for a staffing plan.
Get a staffing plan 06 / 06
Who is the CRM migration desk for?
- Sales teams changing CRM
- Moving from Zoho, Pipedrive or a spreadsheet into HubSpot or Salesforce without losing deal history, notes or the tags your reps rely on.
- Real estate teams and brokerages
- Leads, past clients and drip history moved into Follow Up Boss or kvCORE with sources, tags and pond assignments intact.
- Practices and firms
- Client or patient records moved between practice systems such as Clio, MyCase, Dentrix or Open Dental, with HIPAA-trained staff where health data is involved.
- Agencies and consultants running the migration
- You own the design and the client relationship; we supply the pair of hands that maps, tests and reconciles under your direction.
What does the CRM migration service include?
These 12 tasks are what AssistBPO's CRM migration desk handles as standard for an operations manager.
- Source and target field inventory with a mapping sheet you approve
- Data cleanup before export: duplicates, formats, dead records
- Picklist, owner, stage and tag translation between systems
- Test imports into a sandbox or a tagged batch, then rollback if needed
- Record counts reconciled at export, transform and import
- Notes, activities, attachments and emails migrated where the target allows
- Associations rebuilt: contacts to companies, deals to contacts
- Automation, sequence and form inventory so nothing is left behind
- User acceptance checklist and issue log during the first two weeks
- Legacy system left read-only and documented for the retention period
- A migration runbook you can reuse for the next office or brand
- End-of-day report with batches loaded, variances and open questions
Deliverables and KPIs
AssistBPO reports 6 measures on the CRM migration desk: what lands on your desk, what we count, and how often you see the number.
| Deliverable | KPI we report | Cadence |
|---|---|---|
| Field mapping sheet | Every source field mapped, transformed or consciously dropped | Before the first test import |
| Record reconciliation | Source and target counts match per object | Per batch |
| Test import results | Errors per 1,000 records on each test run | Per test cycle |
| Issue log | Issues raised, fixed and verified | Daily during cutover |
| User acceptance | Checklist items signed off by your team | First two weeks after go-live |
| Runbook | Steps, scripts and decisions documented | At close |
KPIs are what we measure and report, agreed per engagement in the weekly review. Service-level commitments are set in your agreement, not on this page.
How does the CRM migration desk work?
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Match
A 20-minute discovery call on the source, the target, record volumes and who owns design decisions. Within 72 hours we propose a named assistant who has migrated into your target system before, plus a trained backup, and a first-pass scope.
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Onboard
We build the field inventory and mapping sheet with you, agree the cleanup rules and the cutover plan, get sandbox or least-privilege access to both systems and run a first test import on a small tagged batch that you inspect.
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Daily rhythm
Your assistant works batch by batch: export, transform, import, reconcile counts, log issues, fix and rerun. Each day ends with a report of batches loaded, variances found and decisions waiting on you, so the migration never goes quiet.
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Weekly review
20 minutes with the team lead: progress against the cutover date, open issues by severity, anything that changed in the design and what your users will test next. After go-live the same assistant runs the acceptance checklist and the issue log.
Hours, coverage and models
AssistBPO staffs the CRM migration desk on 3 models. US, UK, Canadian and Australian business hours from the group's two offices. Cutover weekends and overnight loads are scheduled in the plan so your team never works on a half-loaded system.
- Project with a fixed scope, record count and cutover date
- Dedicated assistant, 80 or 160 hours a month, for phased migrations across offices or brands
- Post-migration hygiene block to keep the new system clean
See what is staffed in your zone on the coverage clock.
What are the terms on the CRM migration desk?
The card, the contract terms and the CRM migration desk's own numbers, in one place.
| Specification | What you get |
|---|---|
| Focus, 20 hours a week | $800 a month, 80 hours |
| Dedicated, 40 hours a week | $1,600 a month, 160 hours |
| Evening, weekend or overnight cover | Tier rate plus 20 percent |
| Desk | Data & back-office desk |
| Standard schedule | Project with a fixed scope, record count and cutover date |
| Coverage | US, UK, Canadian and Australian business hours from the group's two offices. |
| Tools | 10 platforms, including HubSpot, Salesforce, Zoho CRM |
| KPIs reported | 6 measures: at close, per batch, per test cycle |
| Setup fee | None |
| Minimum term | Month to month, no lock-in |
| Notice | 30 days, to stop or to change hours |
| If the fit is wrong | Trained backup covers the desk the same day, re-match at no charge |
| Continuity | One named assistant, one named backup, one team lead |
| Who does the work | Employed by SS Support Network LLC, never freelancers or contractors |
These are rate-card starting points. What you pay depends on the hours, the desk and the coverage window, which is what the staffing plan sets. Rates improve as you add assistants. Your staffing plan states the rate for the number of seats you need. The rate card carries the other currencies, the add-ons and the six things that move a plan off it.
How much does a CRM migration cost?
Plans start at $400 a month for 40 hours, at $10 an hour, and rates improve as you add assistants. Get a staffing plan within 1 business day.
What moves the plan
- Hours a week and whether the desk is dedicated or shared
- Phones: live answering needs a receptionist profile and a backup
- Coverage zone: business hours, after-hours, weekends or 24/7
- Tools and access to set up
- One person or a pod with a lead
What the market publishes
Other providers' published ranges, by market, so you have something to hold this against. These are not AssistBPO prices.
| Market | Published range | Source |
|---|---|---|
| United States | Offshore managed assistants $7 to $15 an hour or $640 to $2,400 a month full-time; premium US agencies such as Boldly publish $2,600 for 40 hours and $79 an hour for specialists | Wishup, Cherry Assistant and Zedtreeo roundups, 2026; Boldly published pricing via Staffify 2026 |
| United Kingdom | UK-based VAs £25 to £45 an hour; offshore full-time staff £900 to £2,000 a month against £3,000 to £5,000 for a UK employee | SVA surveys, Virtalent and UK agency pricing pages, 2026 |
| Canada | Canadian VAs C$25 to C$60 an hour, Toronto and Vancouver EAs to C$75; managed offshore plans US$699 to US$899 a month | Virtual Gurus and VantaStaff published pricing, 2026 |
| Australia | Offshore managed staff A$8 to A$35 an hour; onshore VAs A$39.90 to A$65 an hour | Virtual Coworker, DotVA and Australian agency pricing, 2026 |
Security and compliance
- Background-checked, employed assistants under NDA; never freelancers
- Sandbox or least-privilege access to both systems through your own user accounts, revoked at close
- Export files handled inside your drive or the vendor's import tool; nothing stored on the desk
- Managed devices with MFA, no local storage and monitored access throughout the cutover
- HIPAA-trained staff and a BAA when patient records move; UK GDPR and PIPEDA terms for personal data
Full control list on the security page and country rules for calls, texts and email on the compliance page. Certifications are listed only when held.
Country rules for this service
AssistBPO makes outbound calls, texts and emails only with lawful consent and do-not-call scrubbing. Assistants never take card numbers. Country rules.
- US: HIPAA minimum-necessary access and a BAA when patient or health records move between systems
- UK and EU: a data processing agreement and transfer terms covering both the source and the target system
- Canada and Australia: consent and do-not-contact status carried as protected fields under CASL and the Spam Act
Frequently asked questions
How much does a CRM migration assistant cost?
Plans depend on hours, desks and coverage. Get a staffing plan within 1 business day. For orientation, offshore managed assistants are published at $7 to $15 an hour or $640 to $2,400 a month full-time, while premium US agencies publish specialist rates of around $79 an hour (Wishup and Staffify roundups, 2026). Most migrations are scoped as a project with a record count and a cutover date, with an optional hygiene block afterwards.
Do you design the new CRM or just move the data?
We move the data and do the checking. Design decisions, which objects, which pipeline stages, which automations, belong to you, your admin or your implementation partner. If you do not have that person, we can work from a simple decisions sheet we fill in together during onboarding, and we will tell you when a choice needs an expert.
Which CRMs and systems have you migrated between?
Common paths include spreadsheets, Zoho or Pipedrive into HubSpot; HubSpot or legacy tools into Salesforce; Follow Up Boss, kvCORE and other real estate platforms; GoHighLevel for agencies; and practice systems such as Clio, MyCase, Dentrix and Open Dental. The method is the same each time: inventory, map, clean, test, reconcile, load, verify.
How do you make sure nothing is lost?
Counts. Every batch is reconciled at export, after transformation and after import, per object: contacts, companies, deals, notes, tasks and attachments. Variances are listed with record IDs and fixed before the next batch. The legacy system stays read-only for an agreed period so anything questioned can be checked against the source.
Can you migrate notes, emails and attachments too?
Usually, within what the target system supports. Notes and tasks migrate almost everywhere; email threads and attachments depend on the vendor's import limits and file-size rules. We inventory what exists, tell you what will and will not move, and export anything that cannot move into a searchable archive you keep.
How long does a migration take?
It depends on record volume, how clean the source is and how many test cycles you want. A small team with a few thousand contacts is usually a matter of days of hands-on work; multi-object migrations with years of history take longer because of the test cycles and user checks. We set a cutover date in the plan and report progress against it every day.
Will our team be able to keep working during the migration?
Yes. We migrate in batches, freeze the old system only for the final cutover window, and schedule that window outside your business hours or on a weekend. Your users get a short checklist to verify their own records in the new system during the first two weeks. Anything they change in the old system during the final days is captured in a delta export and loaded after cutover, so no last-minute note or deal update is lost.
What happens after go-live?
The same assistant runs the acceptance checklist, works the issue log and can stay on a part-time schedule for hygiene: duplicates from new forms, missing fields, stale owners. You also receive a runbook with the mapping sheet, the decisions and the scripts, so the next office or brand is faster.
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Next step
Your desk, staffed. Wherever you are.
Tell us what is overloaded. A named person replies within 1 business day with a staffing plan, and we propose your assistant within 72 hours.
Or call +1-657-777-0006 during US, UK or Australian business hours, or hear our demo receptionist.
- A named assistant proposed within 72 hours
- Employed, screened and managed staff, never freelancers
- Your hours, your tools, your data