Migrate from Sales Mantra to Mailchimp

Data export scoping and CSV extraction

We coordinate with the customer to extract CSV files from Sales Mantra for each object type: Leads, Accounts, Deals, Activities, and any attached document URLs or references. Because Sales Mantra has no API, all extraction is manual within the platform UI. We provide a structured export checklist specifying which fields to include in each CSV and the recommended export order. For large datasets (over 10,000 records), we recommend exporting in batches per object type to avoid timeout or truncation. The customer performs the exports and delivers the files to us via a secure transfer.

Data audit and schema normalization

We audit each CSV file for completeness, format consistency, and relationship integrity. This includes verifying that Account IDs are present on related Lead records, that Owner IDs are resolved to readable names, and that custom classification columns are properly formatted rather than malformed delimited strings. We build a normalization plan: splitting multi-value columns into separate fields, standardizing date formats to ISO 8601, deduplicating records by email address, and flagging records with missing required fields (name, email). The audit output is a written Data Quality Report with row-level counts and a clean/dirty split per object.

Mailchimp audience and field configuration

We configure the Mailchimp destination audience before any data import. This includes creating the Audience with the correct field names, adding Merge Fields to match the normalized Sales Mantra fields, and designing a Tagging Strategy for multi-value classification data. We verify Mailchimp's field limits for the customer's plan tier (30 on Free/Essentials, 80 on Premium) and resolve any fields exceeding the limit by converting them to Tags. We also configure the default subscription status (subscribed, pending for double opt-in) based on the customer's preference and any applicable email compliance requirements.

Contact and account data import

We import Contacts (mapped from Sales Mantra Leads) and company attributes (mapped from Sales Mantra Accounts) into the Mailchimp audience. The import uses Mailchimp's batch import endpoint or CSV upload with the email address as the primary key. Duplicate records are handled per Mailchimp's merge-on-email logic. Classification fields from Sales Mantra populate as Merge Fields or Tags based on the strategy defined in the audit phase. We run a row-count reconciliation against the source CSVs to verify that all valid records loaded and that the error rate is within tolerance (typically under 1 percent).

Deliverables inventory and non-migrated data handoff

We compile a written Deliverables Inventory documenting every object type that could not migrate to Mailchimp: Deals, Activities, Documents, Users/Owners, and Products. Each section includes a CSV extract of the available data, a brief explanation of why it could not map to a Mailchimp object, and recommended next steps (import as Notes, store in a spreadsheet, rebuild in a CRM). We also deliver a Workflow and Automation Inventory for Sales Mantra features that have no Mailchimp equivalent (deal automation, pipeline workflows). The inventory is formatted for the customer's admin team to use as a rebuild checklist for Mailchimp Customer Journeys or an external CRM.

Cutover and post-migration validation

We coordinate a cutover date with the customer, at which point the Sales Mantra exports are considered final. We run a delta reconciliation of any records added or modified between the initial export and cutover. The Mailchimp audience is frozen for writes during final validation, then enabled as the system of record for email marketing contacts. We deliver a Final Migration Report with record counts, error rates, and a sample record validation checklist. We do not provide ongoing post-migration support or Mailchimp Customer Journey rebuild as standard scope; these are separate engagements.