What are my options for
converting Insightly to Close?
In the age of information technology, you either follow trends or graze the back among competitors.
The goal of implementing the new CRM system is to improve relationships with customers by better understanding their needs and providing better service. In turn, this should lead to increased sales and higher levels of customer satisfaction.
So you're looking to convert to Close and want to understand all of your options:
- What is affordable?
- What is the correct way?
- What is the fastest?
This is a time-consuming process but a must if you want to grow. It can be simplified by choosing the right system, carefully setting up business processes, and actually migrating to Close. But, all the difficulties of data transfer pay off - you can be sure that the opportunities that a CRM system will give you are much more than the time and effort spent on installing and using it.
Option 1: Migrating myself and using the CRM vendor’s import tool
We can hardly ever recommend using the CRM vendor’s import tools because they are always limited and you will only be able to move in some of the data (Contacts, Accounts only for example). When you move in some of the data and time starts to fill the gap from the data you left behind and trying to find a solution to get the rest in, you have opened up the door to risk.
We hope you understand that the world does not stand still and technologies, data and processes are constantly evolving. Therefore, it is obvious that Properties/Fields are added, deleted or merged. This is especially noticeable when switching to a new CRM, when you try to change the field/data structure on your own. This can be a big risk for significant data loss. Therefore, do it only when you are really confident in your abilities.
To begin with, it is worth sketching out a diagram of your business processes, with all its elements and connections. You will see the big picture, the information that is entered at each of the stages and the employees involved in them. You will be able to highlight the categories of data that need to be carefully transferred to the new CRM and what can be “sent to the trash” (duplicates, irrelevant).
Always move the data as a whole database, never in pieces as the risk is too great and setting your business behind could be too much to bare.

Pro
BUT! This option is free and if that is important to you and you are okay with not importing activities and the rest, it is zero costs and the timeline is your own. This without a doubt is a major perk.

Con
The downside of this, other than bringing in the rest of your data, is you will be working with files of data, so make sure you know what you’re doing and feel comfortable that you are not jeopardizing the integrity of the data. Deleting rows of fields can get hairy, especially if there was something there your team needed or will need in the future, so make sure you always have them highlight what’s important to maintain.
Option 2: Migrating with a wizard import tool or an integration tool
Today, there are many high-quality services that will make this work easier for you. Products, leads, deals, events and other data will be transferred from your old CRM to Close without any problems. Such programs transfer data from one system to another in a matter of hours. It's convenient because the process doesn't require technical knowledge, you don't have to worry about data loss like with a self-migration, and it's cheaper than a customized migration with a specialist. So, this is the golden mean.
The service takes care of the entire data transfer routine: matches employees between systems; gives a clear idea of how and what data to transfer; monitors the security of migration, controls data loss.
With Trujay, access your current and desired CRM systems. Specify the field binding (mapping) and run the migration. Convenient and fast! Trujay’s migration app allows you to run as many free random samples as you want. The migration process is easy to test in action. Trujay will transfer a limited amount of data to your new CRM. To evaluate the process of migrations and the service in operation.

Pro
This option is still a level of DIY, which makes it a lower cost and the timeline is your own. Plus most of the Insightly to Close migration tools are connected to almost all of the standard objects you would want to migrate (emails, attachments, notes, products, calls, etc.)

Con
By doing it yourself, you will not have guidance. You’re moving into a new system here and re-design, starting fresh, understanding the logic/ functionality of the new system will not be here to aid you. Check to see if there is a level of professional services support to help you if you get stuck.
Step by Step screens of Trujay’s Self Service Migration Wizard
Option 3: A custom migration
In our opinion, this is the most comfortable and reliable option. Using this path, you can spend time learning and configuring Close right away, rather than worrying about the migration process. This will definitely save you time, nerves, and ensure a smooth transition from Insightly to Close.
Only specialists who deal with data transfer CONSTANTLY can guarantee you a 100% result! Only data transfer experts can make your transition as seamless as possible while allowing you to concentrate on the essential elements of your company.
Having a project manager or CSM guide you through the entire Insightly to Close migration process gives you time to consider things like fields/properties clean up, consolidation of pipelines or processes, automation, etc. Better yet the project manager/CSM can give you guidance on turning text fields into dropdown fields, so you can report more accurately on the data points you collect.

Pro
A custom migration allows you to truly customize: filter, move objects to different objects, merge data, de-duplicate, etc. The burden of the migration and integrity of the data will remain intact and not open up to risk as the data migration partner will/should be data experts. Some businesses can get caught up in migrating their own data for 6 months! You can find a data migration partner who can do it in 2-4 weeks, depending on your complexity.

Con
This option will cost more as you are paying for professional services. To thwart this, find a data migration partner who uses their own tools to automate a lot of the migration, therefore will have lower costs, and lower human effort.
FAQs
Knowledge Base
What is a Sample Migration?
Sample Migration is a process where we transfer a small part of your records (approximately 10% of all data) to the target CRM platform and estimate the price of a Full Data Migration. You can test our service using the Free Sample Import.
You can change options and rerun the sample migration as many times as you need.
How does Free Sample work?
During the Sample Migration, we take a part of your records and migrate them to your target CRM platform, along with relations between those records. The entire process may take up to 15 minutes; it depends on the specification of your CRMs.
What happens after the Sample Migration is complete?
Once complete, you can review the transferred records in the target platform. Evaluate the results to make sure they work for you.
What is a Guided Migration?
A guided migration provides you with a Trujay dedicated CSM that will complete all the mappings for you.
This is an excellent option for people that need an extra layer of support with their migration.
Included:
- Everything in Wizard
- Customer Success Manager
- Mapping Verification
- Quality Assurance
- 1 - 2 Week Delivery
What is a Record?
A Record is the data item that exists in the CRM's system
- 1 record = 1 Account/Task/Opportunity/Attachment/Note/Email, etc.
- 1 record = one entity of CRM data (no matter what type is it).
For example:
Your current CRM possesses:
- 1 account
- 2 tasks
- 3 emails
- 2 notes.
In summary you have 1 account + 2 tasks + 3 emails + 2 notes = 8 records.
What is a Delta Migration?
A delta migration is the final migration performed during your custom migration process.
It ensures that all the data you have requested to be migrated is transferred and your target CRM is up to date right before the launch.

You can clean up the data yourself in the Insightly portal. This will require some effort and time on your side, however it will have no additional cost.

You can ask the data migration partner to filter the data on the way over. If you have identified bad data and can give the partner bullet points on what data you don’t want to migrate to Close, they can write custom scripts to only migrate what you specify.

You can clean the data post-migration and should be relatively easy with Close’s segmenting tools. Create the filters or custom views and then delete!
De-Duplicating
There are various de-duplication tools available that are all reasonably priced. Ask the data transfer partner if they can negotiate lower pricing for you because they most likely have partnerships in place.
Bad or Outdated Contacts
Using a tool like Neverbounce is great to identify which emails are invalid, unverified, or a catch-all email (hello@trujay.com or support@trujay.com). From there you can mark and remove those and these costs are pretty minimal as well.

“Great service with even greater customer service”
“Couldn't be happier, the team over there are top-notch. Ease of use with consistent delivery of product. Time from start to implementation should be communicated on the front end to set expectations.“
Ryan McConville
- President Marketing & Advertising at Kargo


“Trustworthy, effective and straight talking”
“Trujay are the people I call when I look at an implementation issue and think 'how on Earth could that issue be resolved.' They've completed fabulous work for us and our clients. Highly recommend.“
John Kelleher
- Chief Executive at ESM Inbound


“Great experience for a migration which use to keep me up at night”
“A migration between CRMs is a very painful process, you want to make sure that your sales teams are not going to lose critical information in the process badly affecting their results. With Trujay I planned the migration myself and they were ready to help me when I couldn't figures some parts out myself.“
Alexandre Gaudelet
- CEO at Hospitality Firm
Conclusion
We hope you have answered all your questions about Insightly to Close migration.
In general, regardless of which CRM system you plan to migrate from, how large your database, applications and connections are, this is an extremely difficult and multi-step process. A good result is when you can freely use the new CRM and you have no desire to use the old one.
And the work must not stop. It is necessary to repeat all business processes, copy entities, reproduce subordination schemes. To do this, there must be a clear algorithm of actions.
So, we told you about the pros and cons of each option, now it's up to you to decide. If you ever would like to discuss your conversion between Insightly to Close, please feel free to contact us here for a quick call.

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