Migrate from ASPEC to Pipedrive

Scoping and export method confirmation

We begin every ASPEC migration with a scoping call to confirm the export method, record volume, and schema complexity. Because ASPEC has no public API, we work with the customer to extract data from the platform's UI in structured CSV or Excel format. We audit the total record counts for Contacts, Companies, Opportunities, and Activities, and we confirm whether database-level access is available on the customer's hosting plan as an alternative to UI export. This step also includes a review of any known custom field usage and pipeline configurations.

Schema discovery and Pipedrive plan recommendation

We run the mandatory schema discovery step against the ASPEC data export to enumerate every active custom field, its data type, and its object assignment. We cross-reference the custom field count against Pipedrive's plan limits (Essential caps at a lower custom field count than Advanced or Professional) and deliver a Pipedrive edition recommendation before migration begins. We also configure Pipedrive pipelines and stages to match the ASPEC pipeline structure, creating stage labels and probability values that correspond to the source data.

Data extraction and staging

We stage the ASPEC export data in a structured format, cleaning record formatting (phone numbers, addresses, email addresses) to reduce duplicates and incomplete fields. We run a deduplication pass on Contacts and Companies using email and company domain as dedupe keys, flagging duplicates for the customer to resolve before import. We map ASPEC owner_ids to Pipedrive User email addresses and hold any owner references that cannot be matched in a reconciliation queue for the customer's admin to provision.

Pipedrive schema pre-configuration

Before writing any records, we create the Pipedrive custom fields discovered during schema discovery, assign them to the correct objects (Person, Organization, Deal), and configure any Pipedrive labels that correspond to ASPEC tags. We set up pipelines with stages matching the ASPEC pipeline configuration and configure probability values per stage. This step ensures the Pipedrive schema is ready to accept data without requiring post-import field creation.

Production migration in dependency order

We run production migration in record-dependency order: Organizations first (from ASPEC Companies), then Persons (from ASPEC Contacts) with org_id lookups resolved, then Deals (from ASPEC Opportunities) with person_id, org_id, and stage_id resolved, then Activities (calls, emails, meetings, tasks) linked to their parent Person or Organization records. Each phase emits a row-count reconciliation report showing records written, records skipped (duplicates), and records held for reconciliation. We use Pipedrive's REST API with batch handling and rate-limit backoff.

Cutover, validation, and automation inventory handoff

We freeze ASPEC writes during cutover and run a final delta migration of any records modified during the migration window. We validate a random sample of migrated records against the ASPEC source data and deliver a reconciliation report. We provide the customer with a written inventory of ASPEC Reports and any Workflow or automation equivalents requiring rebuild in Pipedrive's automation tools. We do not rebuild ASPEC workflows in Pipedrive; that is a separate engagement or an internal admin task. We support a three-day hypercare window for post-migration reconciliation issues.