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Zero-loss CRM data migration

Moving to OpenClaw doesn't have to mean starting over. We migrate your customer history, jobs, and invoices cleanly.

Years of customer history. Every open job and outstanding invoice. Equipment records per property. Recurring maintenance agreements. All of it moves to OpenClaw intact — no manual re-entry, no lost records, no fresh start that erases everything you've built.

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Zero data loss guarantee
ServiceTitan, Jobber, HouseCall Pro, spreadsheets
Complete in Week 1

Where we migrate from

We've migrated from every major platform plumbing companies use

Every migration source has its own quirks — export formats, field structures, data gaps, and history depth. We know them all.

ServiceTitan → OpenClaw

ServiceTitan has the richest data model in the industry — and the most complex export process. We handle the full field mapping between ServiceTitan's data structure and OpenClaw's, including custom fields, job history, and memberships.

  • Customer records and full contact history
  • Job history and completed work orders
  • Installed equipment with service history
  • Membership and maintenance agreements
  • Invoice history and outstanding balances

Jobber → OpenClaw

Jobber's export is straightforward but often lacks depth in equipment history and doesn't preserve all custom fields. We handle the data enrichment process to ensure OpenClaw ends up with cleaner, more complete records than Jobber had.

  • All client records and properties
  • Quote and job history
  • Invoice archive with payment status
  • Recurring job schedules
  • Client notes and attachments

HouseCall Pro → OpenClaw

HouseCall Pro users switching to OpenClaw often do so because they've outgrown the platform's dispatch capabilities. We make sure the upgrade doesn't cost you any of the history you've built, including customer ratings and notes.

  • Customer profiles and service addresses
  • Job history with technician attribution
  • Estimate and invoice records
  • Maintenance plan agreements
  • Customer tags and notes

Spreadsheets → OpenClaw

Many plumbing companies come to OpenClaw from a combination of Excel, Google Sheets, and paper tickets. This is the messiest migration source — and we've done it many times. We clean, standardize, and structure your data before it ever touches OpenClaw.

  • Customer list normalization and deduplication
  • Job history reconstruction from multiple sources
  • Invoice history consolidation
  • Address standardization and verification
  • Manual spot-check of high-value accounts

What gets migrated

Everything your team needs on day one in OpenClaw

A partial migration is worse than no migration — your team loses trust in the data immediately. We migrate every record that matters.

Customer records + full history

Every customer, every address, every note, every tag — with contact history intact. Techs and CSRs see the full picture from day one.

Open jobs + estimates

Every job that's in progress and every outstanding estimate moves to OpenClaw so your dispatch board is accurate from the moment you go live.

Invoices — paid and outstanding

Complete invoice archive with payment status. Your office manager can see what's outstanding, what was paid, and when — without switching systems.

Equipment history per customer

Water heater age, last service date, tech notes, installed parts — all preserved per property so your techs show up knowing what they're walking into.

Recurring maintenance agreements

Every active maintenance plan migrates with its renewal dates, included services, and billing schedule so no agreement falls through the cracks.

Tech certifications + skill profiles

Technician licenses, specialty certifications, equipment qualifications, and zone assignments — so dispatch routing works correctly from go-live.

Who this is for

Migration scenarios we handle every day

Every migration is different, but most fall into one of these three situations. All three are fully covered in the $10k sprint.

Switching from an established CRM

You're on ServiceTitan, Jobber, or HouseCall Pro and have years of history you can't afford to lose. You want OpenClaw's dispatch capabilities but need a clean transition, not a forced fresh start.

Platform-to-platform migration

Moving off spreadsheets

Your customer list lives in Excel. Your invoices are in QuickBooks. Your job history is in a Google Sheet someone built in 2019. You need all of it consolidated and properly structured before OpenClaw can run your operation.

Data consolidation + import

OpenClaw import went wrong

You imported your data yourself and now you have 4,000 duplicate customers, missing equipment history, and job records that don't match your invoices. We clean it up and do the import correctly.

Migration remediation

The migration process

Five phases that guarantee a clean cutover

We never do a big-bang migration. Every cutover follows this five-phase process — with validation gates between each phase so data issues are caught before they reach production.

Phase 1

Data audit and field mapping

We export everything from your existing system and audit it for completeness, duplicates, formatting inconsistencies, and gaps. We build a field-by-field mapping document showing exactly where each piece of data lands in OpenClaw.

Full data export from source system
Deduplication and data cleaning
Field mapping document delivered for your review
Phase 2

Test import with 10% sample

Before we touch your production OpenClaw environment, we run a test import with a representative 10% sample of your data. We validate every field in the imported records against the source data and document any discrepancies.

10% sample selected to represent full data spread
Field-by-field validation against source records
No full import until test passes 100%
Phase 3

Full import and validation

With a clean test import confirmed, we execute the full data migration. Every record is imported, validated against the source, and spot-checked for high-value accounts. We document exactly what was imported and confirm record counts match.

Full migration executed with backup maintained
Record count validation — source vs destination
Manual spot-check of top 50 accounts by revenue
Phase 4

Parallel run — both systems live

For one week, your old system and OpenClaw run simultaneously. Every new job is entered in both. We compare outputs daily to confirm OpenClaw is producing correct results before you depend on it fully. This is your safety net.

New jobs entered in both systems concurrently
Daily output comparison — dispatch board, invoices, notifications
Any discrepancies resolved before cutover
Phase 5

Cutover and decommission

After a clean parallel week, we cut over fully to OpenClaw and help you wind down the old system. We document the final record state, archive the source data, and confirm OpenClaw is your team's single source of truth.

Official cutover on a Monday morning
Old system subscription cancellation guidance
Source data archived and delivered for your records

Migration risks and how we handle them

Every migration has risks. We have a plan for all of them.

These are the three most common problems that derail plumbing CRM migrations — and the specific process steps we use to prevent each one.

Risk

Duplicate customer records

When customer data from multiple sources gets imported without deduplication, you end up with the same customer appearing 3–7 times. Job history gets split, billing becomes guesswork, and techs can't find accurate records.

Our mitigation

Phase 1 includes a full deduplication pass — we match records by name, phone, email, and address using fuzzy matching logic, then present a merge report for your review before any data moves.

Risk

Missing equipment history

Equipment records are often the least structured data in any plumbing CRM — stored as free-form notes, buried in job descriptions, or tracked in a separate spreadsheet. Automated imports miss most of it.

Our mitigation

We run a manual spot-check protocol on the top 100 accounts by job volume, cross-referencing equipment records in the source system against what landed in OpenClaw. Gaps are filled before go-live.

Risk

Broken recurring jobs

Recurring maintenance agreements often don't migrate cleanly — the schedule logic, billing triggers, and service definitions don't map 1:1 between platforms. You end up with agreements that appear in OpenClaw but don't actually execute.

Our mitigation

Every active maintenance agreement is individually re-mapped in OpenClaw's native scheduling system — not imported from the source — so the billing and service logic is built correctly from scratch in the new platform.

Your data deserves better than a do-it-yourself import.

Book a 30-minute call. We'll review your current system, estimate the complexity of your migration, and tell you exactly what's involved — whether you hire us or not.

Book your free migration call See the full sprint scope

Migration by the numbers

What a clean migration actually looks like

These reflect the outcomes of our five-phase migration process across plumbing company implementations.

0
Customer records lost across all migrations
Our backup-first, validate-before-import process makes data loss structurally impossible. We maintain source backups throughout the entire process.
5
Days to complete migration for most accounts
Phases 1–3 complete within the first 5 business days for companies with under 5,000 customers. Phase 4 parallel run runs through Week 2.
4
Source platforms we migrate from
ServiceTitan, Jobber, HouseCall Pro, and spreadsheets — each with a proven migration playbook and known data model quirks already documented.

Frequently asked questions

Migration questions answered

Data migration is fully built into Week 1 of the 21-day sprint. The five-phase process — audit, test import, full import, parallel run, and cutover — is completed within the first 7–10 business days for most plumbing companies. Larger datasets or messier source data may require an additional 2–3 days, but we've never had migration push past Week 1 for a plumbing company with under 10,000 customer records. The parallel run in Phase 4 overlaps with Week 2 of the sprint when we're also building integrations and automations.
No. Our migration process is specifically designed to preserve everything that matters — customer contact records, full job history, equipment history per property, notes and attachments, and invoice records both paid and outstanding. We maintain a full backup of your source data throughout the entire process. Before we execute the full import, we run a 10% sample test and validate every field against the source. Nothing moves to production until the test passes at 100% accuracy. The short answer: data loss with our process is not possible, because we never touch the source until the destination is confirmed correct.
We've migrated from worse. Messy data is normal — it just requires more time in Phase 1 for audit and cleaning. We've migrated plumbing companies from Excel files with no consistent formatting, from paper tickets entered retroactively by an admin who didn't know the job dates, and from three separate spreadsheets that were supposed to be one. The data prep checklist we send before Week 1 starts helps you gather everything in one place. We handle the cleaning, normalization, address standardization, and deduplication. You don't need to fix it first.
Yes — and we recommend it. Phase 4 of our migration process is a one-week parallel run where both your old system and OpenClaw are live simultaneously. New jobs are entered in both. We compare outputs daily to confirm OpenClaw produces correct dispatch, invoice, and notification outputs. This gives your team a safety net and your office manager a chance to build confidence before you fully depend on the new system. Only after a clean parallel week do we cut over and decommission the old system.
We maintain a full backup of your source data throughout the entire migration process — we never destructively modify or delete your original records. If a test import produces errors or discrepancies, we fix the mapping configuration and re-run the test. If the full import has issues, we roll back to the backup and investigate before re-executing. You cannot lose data with our process because we treat the source as read-only until the destination is validated. In practice, every issue surfaces in Phase 2 during the test import — never during the full migration — because we catch problems before they matter.

Your history is worth migrating correctly.

Years of customer records, job history, and equipment data shouldn't disappear because you switched CRMs. We move all of it — cleanly, correctly, with a safety net at every step.

Book a 30-min call — free See dispatch team training