For Australian businesses changing core software

Data Migration Services for Australian Businesses

Moving from an old system to a new one (CRM, ERP, accounting, or platform) is where data quietly goes missing. We map every field, dedupe the records, validate against rules, migrate in tested batches, and reconcile after go-live, with a documented rollback and a parallel-run safety net so nothing is lost.

A DIY CSV import is fast to start and slow to recover from. Wrong dates, truncated notes, contacts merged into the wrong company, opening balances that do not match the trial balance. We treat a migration as a tested project: a dry run that proves the numbers before the live cutover, and a reconciliation pass that proves them again afterwards.

Book a Migration Audit (03) 9003 0111

Realistic ROI

95% to 100%

Records migrated and reconciled

Typical clean-cutover target after validation and dedupe

20% to 40%

Duplicate or stale records removed

Realistic range when an old system has years of build-up

2 to 6 weeks

From audit to verified go-live

Depends on data volume and number of systems

Zero

Surprise gaps after cutover

Reconciliation is the goal: numbers tie out before you trust the new system

Why a Planned Migration Beats a DIY CSV Import

Four reasons Australian businesses get a clean cutover from a tested migration rather than a same-day spreadsheet upload.

We map every field before anything moves

The risk in a CSV import is the field you did not think about: a custom field, a status code, a note history, an attachment. We build a documented field map from the old system to the new one, including the awkward fields, and you sign off the map before a single record migrates.

A test migration proves the numbers first

We run the full migration into a sandbox or staging environment and reconcile it: record counts, key totals, opening balances against the trial balance, a sample of records checked field by field. You see the result before the live cutover, not after.

A documented rollback and a parallel run protect you

The old system is kept read-only and intact through cutover. If the live migration throws a surprise, the rollback plan is written down and the old system is still there. For higher-risk moves we run both systems in parallel for a short window so you are never without a working record.

We clean as we go, not after the damage

Migration is the one time you can dedupe contacts, fix inconsistent formats, standardise statuses, and drop dead records without disrupting daily work. We cleanse during the mapping and validation stages so the new system starts tidy, not with the old mess carried across.

How a Yes AI Data Migration Works

Six stages from audit to verified go-live. Every stage produces evidence you can check before the next one starts.

Signed field map

Discovery and field mapping

We profile the source data (Salesforce, HubSpot, MYOB, QuickBooks, Xero, a legacy ERP, or a spreadsheet), document every field, and build a field-by-field map to the target system. Custom fields, status codes and notes included. You sign the map.

Clean source set

Deduplication and cleansing

Duplicate contacts, merged-wrong companies, stale records and inconsistent formats are identified and resolved. Dates, phone numbers, addresses and statuses standardised. You approve the cleansing rules and review the records flagged for merge or deletion.

Dry-run loaded

Test migration to staging

The full mapped, cleansed data set is migrated into a sandbox or staging copy of the new system. Nothing touches production yet. This is the rehearsal that surfaces the edge cases a CSV import would silently mangle.

Numbers tie out

Validation and reconciliation

Record counts compared. Key totals and opening balances reconciled against the trial balance. A statistical sample of records checked field by field. Discrepancies fixed in the mapping and the dry run re-run until the numbers match.

Live with safety net

Cutover and parallel run

Old system frozen read-only. Live migration run during a planned, low-disruption window. For higher-risk moves both systems run in parallel for a short period so daily work never stops and the old data is still there if needed.

Signed-off result

Post-go-live verification

After go-live we reconcile again on real usage: counts, balances, a fresh sample of records, and a check that integrations and reports read correctly. You get a verification report and the documented rollback stays available through the agreed window.

Migration Scenarios We Handle

Task	Traditional	With Yes AI	Notes
CRM to CRM (e.g. spreadsheet or legacy CRM to HubSpot, Salesforce or Pipedrive)	CSV export, manual remap, hope the import wizard guesses right	Mapped, deduped, validated migration with reconciliation	Contacts, companies, deals, notes, owners and activity history mapped properly so the sales team trusts day one.
Accounting migration (e.g. MYOB or QuickBooks to Xero)	Re-key opening balances, pray the trial balance matches	Opening balances reconciled against the trial balance before go-live	Chart of accounts mapped, opening balances, contacts and historical transactions verified so BAS and GST reporting stay correct.
ERP or inventory migration (e.g. legacy ERP to Cin7 or Unleashed)	Partial export, items and stock levels drift	Items, suppliers, stock and pricing validated and reconciled	Product codes, supplier records, stock on hand and price lists mapped, with a count reconciliation before the new system goes live.
Ecommerce platform migration (e.g. WooCommerce to Shopify)	App-store importer, broken URLs and lost order history	Products, customers, orders and redirects migrated cleanly	Product catalogue, customer accounts, order history and URL redirects handled so SEO and customer logins survive.
Deduplicate years of build-up during the move	Old duplicates and dead records carried straight across	Dedupe and cleansing baked into the migration	The migration is the cleanest moment to remove duplicates and stale records without disrupting daily operations.
Attachments, documents and notes carried across	Files left behind because the importer only does rows	Documents and note history migrated and linked	Invoices, contracts, photos and note history migrated and attached to the right record, not abandoned in the old system.
Merge two systems into one (post-acquisition or consolidation)	Two spreadsheets, conflicting IDs, manual reconciliation	Conflict rules agreed, records merged and reconciled	When two businesses or two systems combine, we agree the conflict and survivorship rules before merging, then reconcile the result.
Post-go-live reconciliation and sign-off	Discover gaps weeks later when a report looks wrong	Verification report proves the data tied out at go-live	Reconciliation after real usage, plus the documented rollback kept available through the agreed window.

Migration Discipline and Governance Notes

The old system stays read-only and intact through cutover

We never delete or overwrite the source system as part of a migration. It is frozen read-only at cutover and kept available through the agreed verification window, so the rollback plan is real, not theoretical.

No live cutover without a passing test migration

The full migration is rehearsed in staging and reconciled first. If the dry-run numbers do not tie out, we fix the mapping and re-run. The live cutover only happens once the test result is signed off.

You approve the cleansing rules before records change

Deduplication and cleansing can be destructive if done blind. You review and approve the merge and deletion rules, and see the list of records flagged, before any cleansing runs against the real data.

Privacy Act 1988 and data handling respected

Personal information moved during a migration is handled under the Australian Privacy Principles: data kept secure in transit, access limited, working copies destroyed after sign-off, and only the fields you authorise are migrated.

Reconciliation is the definition of done, not "it loaded"

A migration that loaded without error can still be wrong. Done means record counts, key totals and opening balances reconcile, and a sample passes a field-by-field check. We sign off on the numbers, not on the absence of error messages.

Integrations and reports are tested on the new data

A migration can break downstream reports and connected systems even when the records look fine. We test that integrations, dashboards and key reports read the migrated data correctly as part of post-go-live verification.

How Yes AI Runs Your Migration

Migration audit and risk map

We profile your source data and target system, identify the awkward fields, the duplicate risk and the reconciliation points, and give you a realistic scope, timeline and fixed price before you commit. No migration starts on guesswork.

Mapped, cleansed and tested build

We build the field map, the cleansing rules and the migration scripts, then run the full dry run into staging. You see the reconciled result of the rehearsal before the live cutover is scheduled.

Managed cutover with rollback ready

We run the live cutover during a planned window, with the old system frozen read-only, a documented rollback, and a parallel run for higher-risk moves so daily work never stops.

Post-go-live verification and support

We reconcile again on real usage, hand over a verification report, and stay available through the agreed window to resolve anything the first weeks surface. The rollback option stays open until you sign off.

Our 5-Step Data Migration Process

Most migrations complete in 2 to 6 weeks depending on data volume and the number of systems involved. The test migration is where the risk gets removed.

Audit and field mapping (week 1)

Profile the source data, document every field, build and sign off the field map from old system to new. Identify duplicate risk and reconciliation points.

Cleanse and build (weeks 1 to 3)

Agree and apply deduplication and cleansing rules. Build the migration scripts. Standardise dates, formats and statuses against the approved rules.

Test migration and reconcile (weeks 2 to 4)

Run the full migration into staging. Reconcile counts, totals and opening balances. Fix the mapping and re-run until the numbers tie out.

Live cutover with safety net

Freeze the old system read-only. Run the live migration in a planned window. Parallel run for higher-risk moves so daily work continues uninterrupted.

Verify, reconcile and sign off

Reconcile again on real usage, test integrations and reports, hand over the verification report, and keep the documented rollback available through the agreed window.

FAQ

How is this different from just exporting to CSV and importing into the new system?

A CSV import is a single, untested action with no safety net. It guesses field mappings, carries duplicates and dead records straight across, often mangles dates and truncates notes, and gives you no proof the result is complete. We map every field with your sign-off, cleanse and dedupe first, rehearse the whole migration in staging, reconcile the numbers, and only then run the live cutover with a documented rollback. The difference shows up weeks later when a report is wrong, except with us it does not, because we proved the numbers before you trusted the new system.

Will we lose any data during the migration?

That is exactly what the process is built to prevent. The old system is kept read-only and fully intact through cutover, so it is always there to fall back to. We reconcile record counts and key totals before and after go-live, and check a sample of records field by field. For higher-risk moves we run both systems in parallel for a short window. The goal is zero surprise gaps, proven by reconciliation, not assumed.

Can you migrate our accounting data and keep BAS and GST reporting correct?

Yes. For moves like MYOB or QuickBooks to Xero we map the chart of accounts, migrate opening balances and historical transactions, and reconcile opening balances against the trial balance before go-live. GST codes and tax rates are mapped so BAS reporting stays correct. We confirm the cutover date with your bookkeeper or accountant so it lands cleanly against a reporting period.

How long does a migration take?

Typically 2 to 6 weeks from audit to verified go-live. A single-system move with clean data sits at the short end. Multiple systems, large data volumes, heavy deduplication, or a parallel-run requirement push it toward the longer end. The audit gives you a firm timeline and fixed price before you commit, so there is no open-ended bill.

Do you clean up our duplicates and old junk as part of the move?

Yes, and migration is the best time to do it. We identify duplicate contacts, merged-wrong companies, stale records and inconsistent formats, then agree the merge and deletion rules with you. You review the flagged records before anything is cleansed. The new system starts tidy instead of inheriting years of build-up, which is often a 20% to 40% reduction in record count.

What happens if something goes wrong during the live cutover?

The rollback is documented in advance and the old system is still there, frozen read-only and intact. Because the migration was already rehearsed and reconciled in staging, the live run rarely surprises us. If it does, we fall back to the old system, fix the cause, and re-run. You are never left without a working record of your business.

Can you migrate attachments, documents and note history, not just the rows?

Yes. Invoices, contracts, photos, email history and notes are migrated and linked to the correct record in the new system, not abandoned in the old one. These are the items a basic row-by-row importer leaves behind, and they are usually the ones people miss most after a rushed cutover.

Book a Migration Audit

A working session to map your source data, your target system and the reconciliation points. You leave with a realistic scope, a fixed price, and a migration plan that proves the numbers before the live cutover.