Who this is for, and who it is not for
This service is for teams of five to eighty users who are leaving another CRM, a pile of spreadsheets or a second Pipedrive account, and who cannot afford to lose deal history or customer context on the way. It suits you when the old system holds years of notes and activities, when more than one person owns the data, or when a failed first attempt has already left you with duplicates and orphaned records.
It is also the right service when you want to be sure of one thing: that on the first Monday, the numbers in Pipedrive match the numbers you had on Friday.
It is probably not for you if:
- You have a few hundred clean rows in a sheet. Pipedrive's own import tool and the spreadsheet guide will do.
- You want to keep the old CRM as the system of record and only sync some fields. That is an integration, not a migration, and belongs on the automation and integration page.
- You have not yet decided how you sell. Migrating into an undesigned account moves the problem. Settle the design first.
Where you are coming from
The route you come from decides most of the work. These are the typical timelines for a team of ten to fifty users, taken from our migration guides, with what usually decides the work.
| Source | Typical timeline | What decides the work |
|---|---|---|
| HubSpot | 4 to 10 weeks | Lifecycle stages, workflows, what marketing keeps |
| Salesforce | 6 to 14 weeks | Custom objects, record types, permissions |
| Zoho CRM | 3 to 6 weeks | Picklists, Blueprint and Deluge rework |
| Dynamics 365 | 6 to 10 weeks | Dataverse extraction, option set labels |
| Spreadsheets | 2 to 4 weeks | Splitting the file, ending the sheet habit |
| Another Pipedrive account | 3 to 6 weeks | Overlap between the two customer lists |
Other sources have their own guides: Close, Copper, Freshsales, Insightly, Monday.com and legacy systems. The overview sits on the migrations hub.
What you get, in order
- A migration inventory. Every object, field, file type and integration in the old system, each marked keep, replace or drop, with the reason.
- A cut-off decision. The date before which history goes to an archive file instead of the live account, agreed in writing by whoever owns the data.
- A field mapping document. Source field, target field, transformation and owner, for every field that moves, including how picklist values and owners translate.
- A cleaned dataset. Duplicates matched on email and organization domain, departed owners reassigned by an agreed rule, and obvious junk removed, all done in copies of the files so the source stays intact.
- A configured target. Pipelines, fields and users exist in Pipedrive before the first record lands, so every import has somewhere correct to go.
- A rehearsal. A staging import of a sample, where fifty records are opened by hand and compared with the source, followed by a full rehearsal on the real file.
- The import, in dependency order. Organizations, then people, then deals, then activities, then notes, so relationships resolve instead of orphaning.
- A reconciliation report. Counts per object and total pipeline value, old against new, with every difference explained. This is what lets you sign off.
- A cutover plan and the first week. The freeze window, the final delta, the read-only old system and a named channel for questions in the first week.
What we need from your team
- A full export of the source, or admin access that lets us take one, including record IDs.
- One person with authority over the data, who can decide what a departed owner's deals become and what the cut-off date is.
- Two or three reps for an hour each, to open the rehearsal records and say whether they look right. Nobody knows an account better than the person who works it.
- An agreed freeze window for the cutover, and your renewal and notice terms for the old system.
- A list of everything that points at the old system: forms, email tools, billing, phone and reporting. Each one needs a new target on cutover day.
Why a migration fails, and what we do about it
Migrations rarely fail because of the export. They fail because nobody decided what deserves to move, because fields that look the same carry different meanings, and because the reconciliation was skipped. The shared procedure is written up in CRM migration without data loss, and the lessons for keeping context in migrating to Pipedrive without losing history.
Our defence is boring on purpose. Every step closes with a check, and a failed check stops the line. If a count is off after the organization import, nothing else is imported until it is explained. That one rule is the difference between a recoverable afternoon and a broken account that is found three weeks later.
Cleaning gets its own treatment in the data hygiene routine, and the duplicates you will meet in the first month are explained on duplicate records in Pipedrive.
What a migration costs
A migration is priced as part of a project, because the target has to be built before data can land in it. The bands below are one-off prices in US dollars. A migration from a sheet or a light CRM sits in the second band, and a move from HubSpot or Salesforce sits in the third. Licenses are separate, per user per month, paid to Pipedrive.
| Team and starting point | One-off project | Typical duration |
|---|---|---|
| Team of 2 to 5, no migration, one pipeline | $3,300 to $5,500 | 2 to 3 weeks |
| Team of 5 to 20, migration from a sheet or a light CRM | $6,600 to $13,200 | 4 to 8 weeks |
| Team of 20 to 80, migration from HubSpot or Salesforce | $13,200 to $27,500 | 8 to 14 weeks |
| Above 80 users, which sits outside the bands we publish | Quoted separately | Set per project |
Inside a band, price follows data, not record count alone. Clean data with a clear owner moves quickly. A decade of habits, three custom object types and four integrations that point at the old system sit at the top of the range. We say which end you are at in the first call, after looking at the export. The cost calculator gives a range on screen without a call.
When this is not the right choice
Do not hire a migration service to avoid a decision. If nobody can say which three fields the reports need, an expensive import will faithfully copy a field list that was already wrong. Do not hire one either when you intend to run two systems side by side for a year, or when the source is small and clean enough that a careful afternoon with the import tool is the honest answer.
Finally, check that the data is yours to move. Contact lists with consent conditions, or records held for a client under a contract, need a decision from whoever owns that obligation before any export is taken. We will ask, and we will not guess.
What clients say
5.0 from 11 reviews on the Pipedrive Marketplace, for Sales Surge, which powers PipeDriven. Top 8 Pipedrive partner worldwide, July 2026. The two reviews below are word for word from the listing and describe implementation work in general, not migration specifically.
Sander and the Sales Surge team delivered an exceptional Pipedrive implementation for Medres. On a compressed timeline, they communicated clearly, stayed highly organized, and executed with precision. The project was completed on time and exceeded expectations.
The Sales Surge Team setup our Pipedrive. They promptly took all the information we gave them and did an exellent job in setting up our sales team in Pipedrive.
The full set is on the reviews page, and the Medres project is described in its case study.
Next step
Tell us where you are coming from and roughly how many users and records you have. We will tell you which band you are in, what decides your timeline and what to export first.
Last reviewed: October 2026. Prices are in US dollars and rounded.