PRACTICAL SAAS LAB | CRM MIGRATION WORKSHEET
Version 1.0 | 2026-09-30 | Free editable template
Guide: https://practicalsaaslab.com/crm-migration-spreadsheet-checklist/

START HERE
Use a small fictional pilot before moving real customer data. This is a planning
worksheet, not an import file. Confirm the destination CRM's actual file format,
permissions and export coverage. Keep source snapshots unchanged.

MIGRATION SCOPE
Owner:
Source system / dated snapshot location:
Destination system:
Objects included:
Objects excluded and reason:
Freeze start / end (time zone):
Where new enquiries are recorded during the freeze:
Catch-up owner:
Rollback decision owner and deadline:

FIELD MAP — COPY ONCE PER FIELD
Source object / field:
Source meaning and allowed values:
Destination object / field:
Destination meaning and allowed values:
Transform or mapping rule:
Unique identifier / matching rule:
Blank / unknown handling:
Evidence required for any stage promotion:
Dependencies (reports, tasks, integrations):
Test record ID / expected result / actual result:
Status: Not tested / Pass / Fail

FICTIONAL MAPPING EXAMPLE
Source: Deals / Qualified
Destination: Deals / Qualified
Problem: Labels match, but source does not document buyer fit.
Rule: Preserve the old stage in the dated source snapshot. Put records with
missing evidence into the agreed review queue; do not guess a higher stage.
Status: Not tested until reviewed in the destination.

PILOT CASES — RECORD EXPECTED AND ACTUAL RESULTS
[ ] Normal contact and open deal, with relationship preserved
[ ] Duplicate identity with two separate service requests
[ ] Blank optional field and explicit unknown
[ ] Date, time zone and currency handled as intended
[ ] Closed deal and loss reason preserved
[ ] Owner reassignment and next action still usable
[ ] Stage split / combined mapping reviewed using evidence

RECONCILIATION
Source rows:
Intentionally excluded rows and reason:
Expected destination records after documented merges/splits:
Actual destination records:
Unexplained difference:
Missing relationships / activities / attachments:
Every open deal has owner + next action + due time: Yes / No / Not tested
Ordinary user can run the workflow: Yes / No / Not tested
Rollback route tested in a safe environment: Yes / No / Not tested

DECISION
Proceed / Hold / Roll back:
Evidence and unresolved failures:
Approver and date:
Catch-up changes reconciled by:
Post-cutover review date:

USE NOTES
Matching row counts alone do not prove a successful migration. Record each
merge, split and exclusion. Keep real customer files in approved storage.
You may copy and adapt this template for your own business workflows.
