Before you move anything
Choose a quiet week. Tell your team the date. Decide who owns the move, usually your office manager, and who backs them up.
Step one: export
Ask your current vendor how to export contacts, jobs, notes and files. Keep the original export untouched in a safe folder, and work from a copy.
Step two: match your stages
List every stage in the old system and decide where it lands in the new one. Merge stages that mean the same thing. Mark old jobs that are finished or lost so they do not clutter active work.
Step three: import and check
Import a small batch first. Open five jobs and compare them to the old system: names, addresses, notes and files. Fix the mapping, then import the rest.
Step four: run both for a week
Keep the old system read only for a week. New work goes in the new system. If someone cannot find a customer, they can look it up in the old one, and you find the gaps quickly.
- Check open jobs and today's appointments first.
- Check that texts and calls still reach the right person.
- Ask each rep what they could not find.
After the week
Close out the old account only after you have a final export. Hodos can import from JobNimbus, and we help with the first run.