From CRM Crisis to Success: How We Moved 300,000 Files Without Breaking a Sweat

We love diving into complex data migration challenges. When Starway Roofing needed to upgrade their customer relationship management (CRM) system, we turned what looked like a data nightmare into a smooth transition.

Building Success, One Customer at a Time

I remember my first chat with Elmer about their CRM needs. His pride shone through as he talked about Starway's perfect 5-star rating on Google. "We don't aim to be the cheapest," he told me, "we aim to be the best." With 280+ glowing reviews and 15,000 customer records in their database, they clearly meant business.

When Your CRM Becomes a Prison

Ever tried to move houses and found old photos stuck in albums? Now picture trying to migrate 300,000 customer files from one CRM to another. That's what Starway faced when upgrading from JobProgress CRM to HubSpot's powerful platform.

Their legacy CRM system held their customer data hostage. Every roof survey, customer interaction record, insurance document, and proposal sat locked away in an outdated database structure. Moving to HubSpot's modern CRM promised better efficiency and customer insights, but getting there seemed impossible.

"We started moving customer records by hand," Elmer shared during one of our data strategy calls. "But at one minute per file, we were looking at two years of non-stop work." His team had already spent countless hours on manual data entry. They needed a smarter approach to CRM migration.

Breaking Free from Legacy Data Systems

This is where our Silicon Valley data engineering experience came in handy. Instead of fighting the old CRM system, we decided to outsmart it.

Think of what we built as a digital moving company for customer data. Our custom Python script acted like hundreds of careful movers, handling the CRM data migration by picking up files and placing them exactly where they needed to go in HubSpot. It didn't just transfer data – it maintained the relationships between customers, jobs, and documents.

A Few Weeks Later...

What would have eaten up two years of manual data entry took our automated CRM migration solution just weeks to complete. While our system worked tirelessly in the background, Starway's team kept focusing on their customers.

The data migration numbers tell the story:

• 300,000 customer files migrated
• 15,000 customer records preserved
• Complete customer interaction history maintained
• Zero disruption to daily customer service
• All CRM data properly mapped and organized

The Technical Architecture

We chose Python for this CRM data migration project because it excels at handling complex data structures. Think of it as the Swiss Army knife of data engineering. Combined with both CRMs' APIs, it gave us everything we needed to build this robust data bridge.

Seamless Customer Service Continues

Now when a customer calls about a roof they installed years ago, Starway's team can pull up every detail in their new CRM in seconds. No more digging through legacy systems or apologizing for lost customer records.

Ready for Your Own Data Success Story?

Here's what makes us different: we're not just tech folks. We're data migration experts who understand the critical nature of customer information. Got a CRM migration project that's been sitting on the back burner? Need to modernize your customer data systems but don't want to distract your core team?

Let's talk. Whether it's rescuing trapped customer data, handling complex CRM migrations, or building something entirely new, we're ready to jump in. Your next big data win might be just a conversation away.

Drop us a line. We'd love to hear what impossible data problem you're facing.