CRM and Job Management
CRM Cleanup Migration for roofing contractors
Everything else here can be fixed next week. This happens once, on a date, and afterwards the old system stops being the truth.
Decisions made before the switch
A mapping agreed in advance: every item in the old system either has a destination or has been deliberately excluded. Both halves are written down, because an exclusion nobody recorded looks exactly like a loss.
An extract somebody reconciled while the old system was still authoritative. Checked before the switch rather than after, when going back is still free and the comparison is still possible.
And a decision log for what was dropped, with who decided it. That document is the only thing standing between a considered clear-out and an unexplained gap somebody finds in two years.
There is no second pass at a cutover
Every other function in this department is a process. It runs, it drifts, somebody corrects it, and the correction is cheap because the system is still there tomorrow holding everything. Nothing about that is true here. A migration is an event with a date, and once it has happened the old system is either switched off or becomes a place nobody updates — which is the same thing on a delay.
That changes what a mistake costs. In a process, an error is a gap you close later. In a cutover, an error is a permanent property of the company’s records: history that did not come across is not late, it is absent, and it stays absent. The asymmetry is why the work belongs in front of the date rather than behind it.
The failures also cluster in one place, and it is not the technology. Exports and imports mostly work. What goes wrong is decisions taken in a hurry by whoever was available on the day: a field with no equivalent gets pushed into a notes box and stops being something you can search, an attachment arrives detached from the job it explained, a category of old records is skipped because it was awkward and nobody wrote down that it was skipped. Each is defensible in the moment and invisible afterwards.
Which makes the deliverable a paper one. The value is in the mapping, the reconciliation and the log — artifacts that exist before and after the event, and that let somebody later reconstruct what was decided rather than guess at what was lost.
Not everything in there is yours to carry
A migration is usually treated as a copying problem, and there is one question buried in it that copying does not answer: whether everything in the old system ought to be moved at all. Some of what a CRM holds is there because nobody ever decided it should not be — and a cutover is the single moment when asking that is cheap, because somebody is already looking at every record.
Taking one state’s treatment as a worked example of the class — and it is one state’s, since this is built jurisdiction by jurisdiction — California Civil Code section 1798.105 provides that “A consumer shall have the right to request that a business delete any personal information about the consumer which the business has collected from the consumer.”
Read that as an operations fact rather than a legal one and it says something specific about timing. A right that can be exercised at any time is much easier to honour in a system where somebody knows what is held and why, and much harder in one that inherited two decades of records nobody has examined. The cleanup is not a compliance exercise; it is what makes any future question about your records answerable.
What this page will not do is tell you what to keep or remove. Whether any provision reaches your business, what you are obliged to retain, and how any request should be handled are questions for your own counsel — and the department page linked below sets out where this brand’s work stops on anything to do with that data. This desk raises the question at the useful moment and carries out what you decide.
This describes one state’s statute to illustrate that such rights exist. It is not legal advice, it makes no determination about your records, your obligations or any request you may receive, and the position differs materially by jurisdiction. Those questions belong with your own counsel.
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The one function here with an end date
This desk sits inside CRM and Job Management, which owns the department boundary — including how customer information is held and the point at which administering it would become determining an obligation about it. That is set out there rather than repeated here, and it is worth reading alongside this page rather than instead of it, because this is the function that sits nearest to it. Everything else in the department runs indefinitely; this one finishes.
What owners ask before switching
Can we not just export everything and import it?
You can, and that is how most difficult migrations start. An export moves what the old system happened to hold into whatever the new one happens to accept, and everything that does not fit lands somewhere unhelpful or vanishes without comment. The moving is the easy part; deciding what should move is the work, and it has to happen first.
What does the mapping actually cover?
Every item in the old system gets either a destination in the new one or an explicit decision not to carry it. The explicit exclusions matter as much as the mappings — a migration where some things were dropped silently is indistinguishable afterwards from one where they were lost, including to you.
How do you know the move worked?
By reconciling both sides before switching rather than after. Counts compared, and spot checks on the records that matter most — the ones with history, attachments or anything unusual. The point is to find the problems while the old system is still authoritative and going back is free.
Do you decide what we should delete?
No, and this is the sharpest limit on the page. What a company is obliged to retain, and what it may or must remove, is a legal question about your records and your obligations. It belongs with your own counsel. What this desk does is surface the question at the one moment it is cheap to ask, and carry out whatever you decide.
Which platforms do you move between?
Whatever you are leaving and whatever you are going to — JobNimbus, AccuLynx, ServiceTitan, Jobber, Buildertrend or otherwise. Work happens in your own accounts, at your direction. We are not affiliated with, endorsed by or authorised by any of them, and we make no claim to privileged access or to any partnership around migration.
What usually goes wrong?
Not the data — the decisions. History that nobody agreed to leave behind is left behind. A field with no equivalent gets crammed into a notes box and stops being searchable. Attachments come across detached from what they belonged to. Every one of those is a choice somebody made in a hurry on the day, and none of them is visible afterwards unless it was written down.
The deletion-right statute cited here
- California Civil Code section 1798.105 — Consumers’ right to delete personal information — California Legislative Counsel
Ask what your last migration left behind
If nobody can produce a list of what was deliberately not carried across, the gaps and the decisions now look identical.