Validating CRM-to-CRM Migrations
A CRM migration vendor or internal team runs the transfer, everyone opens the new system, and it looks fine at a glance, contacts are there, deals are there. What gets missed is quieter: activity history truncated to the last 90 days, custom fields that didn't map and silently dropped their values, deal-to-contact relationships that came across as orphaned records instead of linked ones, and attachments that were left behind entirely because the migration tool only moved structured fields. Nobody notices until a rep opens an account three months later and the call notes from last year are gone, by which point the old system has already been decommissioned and there's nothing left to check against.
STARTING PRICE
From €299
Standard tier · Multi-step workflow with AI extraction/decisioning and 2-3 integrations.
Get a quote →Saves roughly 8-14 hrs of manual spot-checking per migration, plus avoided data loss that surfaces months later.
How the automation works
We validate a CRM migration against the source system before it's decommissioned, comparing record counts, field-level values, and relationship integrity (deal-to-contact, contact-to-company, activity-to-record) between old and new. Custom fields get special attention since they're the most common silent failure point, each one is checked for whether it mapped at all and whether the values that came through match the source. Attachments and activity history are counted, not just spot-checked, so a truncation (only recent activity migrated, older history dropped) shows up as a number mismatch rather than something someone stumbles into later. A discrepancy report lists exactly what didn't come across cleanly, while the source system is still live and fixable.
Process flow
- 01
Migration flagged for validation trigger
Once the migration vendor or internal process reports completion, the validation run kicks off against both the source and destination CRM while the source is still accessible.
- 02
Record and relationship counts integration
Total records per object type, and relationship counts (deals linked to contacts, contacts linked to companies), are pulled from both systems and compared.
- 03
Field-level value comparison ai
Standard and custom field values are compared record by record on a sampled and targeted basis, flagging fields that didn't map, mapped to the wrong type, or lost precision.
- 04
Activity and attachment audit integration
Activity history and file attachments are counted per record and compared against the source, surfacing truncation (only recent history migrated) rather than assuming a full transfer.
- 05
Discrepancy report while source is live output
A prioritized report of missing records, dropped fields, broken relationships, and truncated history is delivered while the old CRM is still accessible to pull anything that needs re-migrating.
Inputs
- Source CRM export or live API access
- Destination CRM access
- Field mapping documentation if one exists
- List of custom objects and fields to check
Outputs
- Record and relationship count comparison
- Field-level discrepancy report
- Activity/attachment truncation findings
- Prioritized re-migration checklist
Works with
Prefer a fully custom build instead of an off-the-shelf integration? We scope both options during your free consultation — most jobs like this one work fine on standard connectors, but higher-volume or non-standard systems sometimes need bespoke API work, reflected in the complex tier.
Where this goes wrong if you get it wrong
- Migration tools frequently migrate the most recent activity history and quietly cap it at a window like 90 days, which looks complete in the new system because recent notes are all a rep checks, until someone needs a record from before the cutoff.
- Custom fields with no default mapping either get dropped silently or migrated as generic text fields that lose their original data type, and a validation that only checks whether the field exists in the destination misses this, the field is there, its values are wrong or gone.
- Relationship integrity breaks more often than record counts do, a deal can migrate successfully as a standalone record while losing its link to the contact and company it belonged to, which won't show up in a simple 'do the record counts match' check.
- Validating after the source system has been decommissioned means anything found broken has no clean source to re-pull from, so the validation needs to run and be actioned while the old CRM is still live and licensed, not after cancellation.
Frequently asked questions
Does this run before or after we cancel our old CRM subscription?
Before. The validation depends on the source system still being accessible, so we run it while both systems are live and before the old subscription is cancelled or the data becomes unreachable.
Can it check custom fields specific to our CRM setup?
Yes, we work from your actual custom object and field list rather than a generic template, since custom fields are where migrations most often lose data silently.
What if the migration already happened weeks ago?
We can still validate if the source system remains accessible in read-only form; if it's already been shut down, we work with whatever export or backup exists, though coverage is more limited.
Does this fix the discrepancies or just report them?
It reports them with enough detail to fix and re-migrate, record by record and field by field; the fix itself is typically a targeted re-import using the source data that's still available.