CRM migration
Field-level mapping, validation, and rollback between Sunbase Data and monday CRM. We move data and schema; workflows are rebuilt natively in monday CRM.
Sunbase Data
Source
monday CRM
Destination
Compatibility
8 of 10
objects map 1:1 between Sunbase Data and monday CRM.
Complexity
CModerate
Timeline
3-5 weeks
Overview
Moving from Sunbase Data to Monday.com CRM requires extracting data from a platform with no publicly documented REST API and importing it into a work-management platform that added CRM capabilities on top of a board-and-item architecture rather than a traditional relational CRM schema. Sunbase organizes data around industry-specific modules (CRM, Projects, HR, Invoicing) with custom fields per object, while Monday.com uses boards, groups, and items with column-level custom fields. We design the mapping strategy during discovery by reviewing the customer's active Sunbase modules and their field configurations, then execute extraction via manual CSV exports from each module or direct database access where available. Cross-module relationships between Deals, Projects, and Work Orders are preserved as Monday.com item links or a dedicated cross-board lookup board. Automation rules, pipeline board configurations, and custom workflow triggers in Sunbase do not migrate; we deliver a written automation inventory so the customer's admin rebuilds them in Monday.com's Automation Center. Monday.com's per-seat pricing (Basic $9, Standard $12, Pro $19 per user per month with a three-seat minimum) is significantly lower than Sunbase's custom-quoted modular model, which is a common driver for this switch.
Every standard and custom field arrives verified.
AI proposes the map; you confirm before any record moves.
Parent–child, lookups, and ownership stay linked.
Calls, emails, meetings — with original timestamps.
Documents, uploads, and inline notes move with the record.
Why teams make this switch
Leaving
What's pushing teams away
Choosing
What's pulling them in
Object mapping
Each row shows how a Sunbase Data object lands in monday CRM, including any object-level transformations, lookup resolution, or schema-design dependencies.
Typical mapping — final map is confirmed during the sample migration step.
Sunbase Data
Lead
monday CRM
Item (Lead Board)
1:1Sunbase Leads map to Monday.com items in a dedicated Lead board. The board includes columns for lead source, status, assigned contact, and estimated deal value. Lead source and lead status map to single-select or multi-select columns. Any lead fields tied to Sunbase automation workflows are flagged as requiring manual Monday.com automation rebuild post-migration. We use Monday.com's API to create items in bulk with column values set per field mapping.
Sunbase Data
Contact
monday CRM
Item (Contact Board)
1:1Sunbase Contacts map to Monday.com items in a Contact board. Standard fields (name, email, phone, address) map to Monday.com text and contact columns. Industry-specific fields (financing status, roof type, system size) map to custom columns created during board setup. Cross-links between Contact items and Lead items are preserved as Monday.com item connect columns or a separate cross-reference board.
Sunbase Data
Deal
monday CRM
Item (Deal Board)
1:1Sunbase Deals map to Monday.com items in a Deal board. Deal value, stage, pipeline assignment, and associated contact reference migrate to typed columns. Sunbase's deal stage names map to Monday.com status columns within the board. Closed-won and closed-lost reasons from Sunbase custom fields migrate to text or select columns. Pipeline assignment in Sunbase maps to a Monday.com board Group if the customer uses separate boards per pipeline, or a select column if all deals live in one board.
Sunbase Data
Project
monday CRM
Item (Project Board)
1:1Sunbase Projects (installation or job-site operations) map to Monday.com items in a Project board. Project metadata, status, budget tracking, and linked Work Order references migrate as columns. We create a cross-board item connection column linking Project items to associated Deal items so that the project-to-deal relationship is preserved. If the customer used Sunbase's project management module, we include timeline columns for project start and end dates.
Sunbase Data
Work Order
monday CRM
Item (Work Order Board)
1:1Sunbase Work Orders map to Monday.com items in a Work Order board. Permit info, task details, system specifications, and assigned employee references migrate to typed columns. Work Order status maps to a status column. We link Work Order items to their parent Project items via Monday.com's connect-boards column so the job-site hierarchy is visible in both directions. Attachments migrate as file uploads on the item.
Sunbase Data
Invoice
monday CRM
Item (Invoice Board)
lossySunbase Invoices map to Monday.com items in an Invoice board. Invoice line items, payment status, total amount, and linkage to the originating Project or Client migrate as columns. Payment status maps to a status column. Because Monday.com has no native billing object, we recommend a separate invoice-status board that the customer updates manually or via a third-party accounting integration (QuickBooks, Stripe) post-migration. Historical paid invoices migrate as read-only items with payment status set.
Sunbase Data
Employee
monday CRM
Item (Team Board)
1:1Sunbase Employee records map to Monday.com items in a Team board. HR metadata, role assignments, crew assignments, and contact info migrate as columns. GPS trail data exports from Sunbase as a separate file and maps to a custom text column containing a link to the exported file in the customer's document storage. Employee scheduling data links to related Work Order items via connect-board columns.
Sunbase Data
Appointment
monday CRM
Item (Calendar Board)
1:1Sunbase Appointments map to Monday.com items in a Calendar board with date and time columns. Customer-linked scheduling, appointment status, and assigned contact reference migrate. Calendar linkage to Google Calendar is not transferable; appointments land in Monday.com as items and can be synced via Monday.com's Google Calendar integration post-migration. Appointment status (scheduled, completed, cancelled) maps to a status column.
Sunbase Data
Document
monday CRM
File Upload (on Item)
lossySunbase Documents (contracts, financing applications, permits) migrate as file attachments on the related Monday.com item (Contact, Project, Work Order, Invoice) using Monday.com's file upload API. We preserve file names, upload dates, and associations from Sunbase's document-to-record linkage. Large permit files and financing documents are mapped to the relevant Project or Work Order item. We recommend storing documents in Monday.com's native file storage (subject to storage tier limits: Basic 5GB, Standard 20GB, Pro 100GB) or an external document management integration.
Sunbase Data
Custom Object
monday CRM
Item (Custom Board)
1:1Sunbase Custom Objects and custom field values migrate to Monday.com boards created to match the custom object's schema. We require the customer to provide a custom field manifest during scoping (field name, type, validation rules) since Sunbase does not export field definition metadata. Custom boards are created in Monday.com with column types matched to the field data types, and items are populated via the Monday.com API with column_value inputs per the custom board's column schema.
| Sunbase Data | monday CRM | Compatibility | |
|---|---|---|---|
| Lead | Item (Lead Board)1:1 | Fully supported | |
| Contact | Item (Contact Board)1:1 | Fully supported | |
| Deal | Item (Deal Board)1:1 | Fully supported | |
| Project | Item (Project Board)1:1 | Fully supported | |
| Work Order | Item (Work Order Board)1:1 | Fully supported | |
| Invoice | Item (Invoice Board)lossy | Fully supported | |
| Employee | Item (Team Board)1:1 | Fully supported | |
| Appointment | Item (Calendar Board)1:1 | Fully supported | |
| Document | File Upload (on Item)lossy | Fully supported | |
| Custom Object | Item (Custom Board)1:1 | Fully supported |
Gotchas + challenges
Platform-specific issues from each side, plus the pair-specific challenges that don't show up on either platform's page on its own.
Sunbase Data gotchas
No publicly documented REST API or export endpoints
Module-level data isolation complicates bulk exports
Automation workflows and pipeline configurations are non-exportable
Custom fields lack a schema definition export
monday CRM gotchas
Subitems are not included in bulk exports
Daily API call limits vary sharply by plan
Legacy automations (Sentence Builder) are being deprecated
Excel and account exports only include table views
Enterprise admins can disable non-admin exports
Pair-specific challenges
Migration approach
Discovery and module audit
We audit the customer's Sunbase account across all active modules (CRM, Project Management, HR, Invoicing, Asset Tracking) and identify the extraction method for each. Because Sunbase has no REST API, we coordinate with Sunbase's technical contacts to determine whether direct database access is available or whether manual CSV exports from each module interface are the fallback. We capture the complete object inventory (Lead, Contact, Deal, Project, Work Order, Invoice, Employee, Appointment, Document records), cross-module relationship map, custom field manifest from the customer, and any active automation rules that require documentation for rebuild. We also review the target Monday.com account to identify which plan tier (Basic, Standard, Pro) the customer has selected and whether storage limits are sufficient for the migrated data volume.
Board structure design in Monday.com
We design the Monday.com board architecture to mirror the Sunbase module structure. Each Sunbase module maps to a corresponding Monday.com board with columns typed to match the source field data. We create connect-board columns to establish the cross-record relationships (Contact-to-Deal, Deal-to-Project, Project-to-Work-Order, Work-Order-to-Employee) and document the link types in the mapping specification. We design status columns to match Sunbase's deal stages, project statuses, and work order statuses. Custom fields from the customer's manifest are created as typed columns (text, number, date, connect, etc.). Board design is validated in a Monday.com test account before production migration begins.
Data extraction and preparation
We execute data extraction using the agreed method: direct database access with SQL queries structured per object, or manual CSV exports from each Sunbase module. Cross-module relationship IDs (Contact-to-Deal, Project-to-Work-Order) are extracted alongside the data so that we can resolve parent-record lookups during import. We run a deduplication pass on exported Contacts, Leads, and Companies using email as the dedupe key. We clean formatting inconsistencies (phone number formats, address structures) and map date fields to ISO 8601 format for Monday.com API compatibility. The extraction output is a set of validated CSVs with a record-count reconciliation report per module.
Sandbox migration and reconciliation
We run a full migration into a test environment (a separate Monday.com workspace or the target account with items flagged for review) using the Monday.com API to create items in dependency order: Contacts first (since Deals, Projects, and Work Orders reference them), then Leads, Deals, Projects, Work Orders, Invoices, Employees, Appointments, and Documents. Each phase emits a row-count reconciliation report showing items created, column values set, and cross-board links established. The customer's admin reviews 25-50 spot-check items per object against the Sunbase source and signs off before production migration begins.
Production migration in dependency order
We run production migration with writes frozen in Sunbase during the cutover window. Items are created in Monday.com via the API in record-dependency order: Contacts and Companies first, then Leads, Deals (with Contact lookups resolved), Projects (with Deal links resolved), Work Orders (with Project links resolved), Invoices (with Project and Contact references resolved), Employees, Appointments, and Documents (as file uploads on parent items). Cross-board connections are established as the final step using Monday.com's connect-boards API. Each phase emits a reconciliation report. Any records that fail validation (required column missing, type mismatch) are flagged to the customer for resolution before the next phase.
Cutover, validation, and automation rebuild handoff
We freeze Sunbase writes during cutover, run a final delta migration of any records modified during the migration window, then enable Monday.com as the system of record. We deliver the automation inventory document to the customer's admin team listing every documented Sunbase automation rule with its trigger, conditions, and recommended Monday.com Automation Center equivalent. We support a one-week hypercare window where we resolve any reconciliation issues. We do not rebuild Sunbase automations as Monday.com automations inside the migration scope; that work is handled by the customer's admin or a Monday.com implementation partner. Post-migration Monday.com storage limits (5GB Basic, 20GB Standard, 100GB Pro) should be verified against total document upload volume.
Platform deep dives
Sunbase Data
Source
Strengths
Weaknesses
monday CRM
Destination
Strengths
Weaknesses
Complexity grading
Moderate CRM migration. 1 of 8 objects need a manual workaround.
Overall complexity
Moderate migration
Derived from compatibility, mapping clarity, API constraints, and data volume across Sunbase Data and monday CRM.
Object compatibility
1 of 8 objects need a manual workaround.
Field mapping clarity
Field mapping is derived from defaults — final spec confirmed during the sample migration.
Timeline complexity
8-object category — typical timelines run 2–7 days end-to-end.
API constraints
Sunbase Data: Not publicly documented.
Data volume sensitivity
Sunbase Data doesn't expose a bulk API — REST + parallelization used for high-volume runs.
Estimator
Rule-based pricing — no per-record fees, no manual quotes. Migrations over 2M records are scoped individually.
Step 1
Pick a category, then your source and destination platforms.
Category
FAQ
Answers to the questions buyers ask most during Sunbase Data to monday CRM migration scoping. Not seeing yours? Book a call.
Walk through your Sunbase Data to monday CRM migration with a real engineer — 30 minutes, free, written quote within 24 hours.
Book a free 30 minute consultationAdjacent paths
Other ways to leave Sunbase Data
Other ways to arrive at monday CRM
Ready when you are
Tell us record counts and timeline. We'll come back with a written quote inside 1 business day — no commitment, no sales pitch.
