Migrate from Successware to Twenty CRM

Extract and audit Successware data

FlitStack AI begins every Successware migration by requesting the data export through Successware Customer Support (for cloud-hosted instances) or by accessing backup files directly. We extract all Customers, Relations, Companies, Jobs, Invoices, Employees, and PriceBook records. We audit the data for completeness, identify multi-line address fields requiring parsing, inventory all custom pick-list values (especially job status and service type), and assess the volume of records per object. This phase produces a data inventory document that drives the migration plan and identifies any objects that require custom object creation in Twenty before import runs.

Prepare Twenty workspace: custom objects, fields, and workspace members

Before any data lands in Twenty, we create the target schema. This means creating custom objects (SW_Invoice__c, SW_PriceBook__c) in Settings → Data Model, adding custom fields to the Opportunity object (SW_Job_Status__c, SW_Service_Type__c, SW_Scheduled_Date__c, SW_Equipment_Type__c, SW_Technician_Email__c, SW_Problem_Description__c, SW_Resolution_Notes__c), and pre-populating pick-list values with Successware's exact vocabulary. Simultaneously, we provide a roster CSV of all Successware employee emails for the Twenty admin to invite as Workspace Members. All invites must be accepted before the owner resolution step — this is a hard dependency documented in Twenty's migration guide.

Transform and parse Successware data for Twenty import format

FlitStack AI transforms Successware's proprietary data into Twenty's import schema. The key transformation work includes: parsing multi-line address strings into addressStreet, addressCity, addressState, and addressPostcode components; resolving technician IDs to email addresses extracted from Successware employee records; mapping Successware's job status values to the SW_Job_Status__c pick-list created in Step 2; mapping invoice records into the SW_Invoice__c custom object and linking them to Opportunities by the original job ID; and preserving Successware system IDs as SW_Source_ID__c on every record. Records with transformation errors are flagged in a pre-migration error report for manual resolution before the import runs.

Run sample migration with field-level diff

FlitStack AI executes a sample migration using a representative slice of records — typically 100–500 covering a range of job statuses, service types, and technician assignments. We validate that address parsing is accurate across all address formats present in the dataset, confirm that SW_Job_Status__c pick-list values match Successware vocabulary exactly, verify owner resolution (technician email → Twenty Workspace Member), and check that SW_Invoice__c records link correctly to their parent Opportunities. A field-level diff report is delivered before the full migration commits, allowing the team to approve or adjust the mapping.

Execute full migration and delta pickup

After sample migration sign-off, FlitStack AI runs the full migration. For large datasets (over 20,000 records), we use the Twenty REST or GraphQL API directly rather than the CSV import UI to bypass the 20,000-record per-import limit and handle relationship linking programmatically. A delta-pickup window (24–48 hours) captures any records created or modified in Successware during the cutover. Audit logs are maintained throughout. One-click rollback is available if the reconciliation check reveals data integrity issues. We deliver a post-migration reconciliation report showing record counts per object, owner mapping success rate, and any records that landed under the fallback owner.

Deliver rebuild reference documentation for Successware automations and workflows

Successware workflows, job-scheduling rules, and automation sequences do not migrate — they must be rebuilt. FlitStack AI exports Successware's workflow definitions as a reference document that maps each automation's trigger, conditions, and actions to Twenty's workflow builder equivalents. The document covers: job status change triggers, technician assignment rules, notification actions, and any conditional routing logic. For job scheduling specifically, we document the Successware scheduling criteria so the team can re-implement routing in a third-party scheduling tool or via Twenty's API. This documentation is delivered alongside the migration report and is not included in the standard migration price.