Migrate your Xapsys CRM data
UK-focused SME CRM that slots alongside Sage or Xero as a cloud add-on. Built for teams that want CRM discipline without overcomplicating their stack.
In its favor
Why people choose Xapsys CRM
The signal that keeps Xapsys CRM on the shortlist. Sourced from G2, Capterra, and customer scoping calls.
Tight Sage 50, Sage 200, and Xero integration means accounting and sales data share the same record without re-entry. UK SMEs already on these ERPs pick Xapsys to avoid a two-system reconciliation problem.
Transparent pricing without paywalls on essential features. One verified review noted the product was competitive on price compared to alternatives.
Custom entity builder lets non-technical teams create firm-specific data structures without developer involvement, useful for professional services firms with unusual client data.
Simplicity for small teams under 10 people. Reviewers explicitly valued not being forced into a complicated system when they needed basic contact and pipeline tracking.
Mobile access without VPN required, which matters for UK field sales teams needing quick customer record lookups during client calls.
Standard package does not include reporting — customers report spending time and money developing reporting suites after purchase, which was not the expected out-of-box experience.
Custom fields and pipeline stage configurations have been described as glitchy by users on platforms with more active community discussion, with threads randomly dropping or dashboards refusing to export properly.
Pricing transparency on the website does not fully clarify what is included in each tier, leaving customers uncertain whether advanced features require a separate add-on purchase.
Custom entity flexibility is a strength but also a migration risk — since no two Xapsys instances share the same schema, any migration requires a fresh field-level discovery rather than a template-based approach.
Reasons to switch
Why people leave Xapsys CRM
The recurring reasons buyers give for replacing Xapsys CRM. Presented as facts, not knocks.
Platform scorecard
Strengths, weaknesses, and where Xapsys CRM fits
Grades across six dimensions, plus a SWOT-style view of where the platform shines and where it falls short.
SWOT — strengths, weaknesses, and use-case fit
Strengths
Weaknesses
Where it works
Where it struggles
Pricing tiers
Xapsys CRM pricing overview
Xapsys CRM is priced at £29.95 per user per month for the standard package, with custom pricing for deployments requiring custom entity configuration, advanced workflows, and dedicated support. The vendor explicitly markets transparent pricing with no hidden feature paywalls.
Standard CRM
Tier 1 of 2
£29.95/user/month
What's included
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What gets migrated
Xapsys CRM object support
Object-by-object support for Xapsys CRM migrations. Per-pair details surface during scoping.
Companies
Fully supportedStandard account/company object. Xapsys stores client records here; we map company name, address, and classification fields directly to the destination Company/Account object.
Contacts
Fully supportedContacts are linked to Companies via a parent reference. We preserve the linkage during migration by importing Companies first, then Contacts, then remapping the foreign key.
Opportunities
Mapping requiredOpportunities link to Companies and have stage names your team has configured. Custom pipeline stages must be mapped as picklist values in the destination. We capture stage-to-stage mapping during the discovery call.
Custom Entities
Mapping requiredThe defining feature of Xapsys is its custom entity builder. Every deployment has different objects and fields. We extract the custom entity schema from your instance and build a field-level map before touching any records.
Documents
Mapping requiredXapsys associates documents with both Companies and Opportunities. We preserve the association by storing the parent reference and recreating it post-import, since most destinations require separate document-to-record linking.
Workflows
Not in this platformXapsys workflow rules (automated triggers, stage-change actions, email sequences) do not export via any documented mechanism. We document every active workflow during discovery and rebuild the critical ones in the destination system post-migration.
Pipeline Stages
Mapping requiredPipeline stages are user-defined strings, not an enumerated set. A standard CRM-to-CRM migration must map each source stage to its destination equivalent. We produce a stage map and validate it against historical deal data before import.
Customer Portal
Mapping requiredXapsys exposes a self-service portal for B2B clients (re-orders, credit balance, order tracking). Portal configuration and content do not migrate directly; we scope portal settings separately and advise on manual reconfiguration.
Activities
Mapping requiredTask and activity history attached to contacts and opportunities may be stored as a related log. Where bulk export is available, we map date, type, and description fields. If the export is partial, we flag the gap for customer decision before proceeding.
Tags / Classifications
Mapping requiredXapsys allows classification tags on records. We extract tag names and values, then map them to the destination's equivalent tagging or label system, flagging any that have no direct equivalent.
| Object | Support | Notes |
|---|---|---|
| Companies | Fully supported | Standard account/company object. Xapsys stores client records here; we map company name, address, and classification fields directly to the destination Company/Account object. |
| Contacts | Fully supported | Contacts are linked to Companies via a parent reference. We preserve the linkage during migration by importing Companies first, then Contacts, then remapping the foreign key. |
| Opportunities | Mapping required | Opportunities link to Companies and have stage names your team has configured. Custom pipeline stages must be mapped as picklist values in the destination. We capture stage-to-stage mapping during the discovery call. |
| Custom Entities | Mapping required | The defining feature of Xapsys is its custom entity builder. Every deployment has different objects and fields. We extract the custom entity schema from your instance and build a field-level map before touching any records. |
| Documents | Mapping required | Xapsys associates documents with both Companies and Opportunities. We preserve the association by storing the parent reference and recreating it post-import, since most destinations require separate document-to-record linking. |
| Workflows | Not in this platform | Xapsys workflow rules (automated triggers, stage-change actions, email sequences) do not export via any documented mechanism. We document every active workflow during discovery and rebuild the critical ones in the destination system post-migration. |
| Pipeline Stages | Mapping required | Pipeline stages are user-defined strings, not an enumerated set. A standard CRM-to-CRM migration must map each source stage to its destination equivalent. We produce a stage map and validate it against historical deal data before import. |
| Customer Portal | Mapping required | Xapsys exposes a self-service portal for B2B clients (re-orders, credit balance, order tracking). Portal configuration and content do not migrate directly; we scope portal settings separately and advise on manual reconfiguration. |
| Activities | Mapping required | Task and activity history attached to contacts and opportunities may be stored as a related log. Where bulk export is available, we map date, type, and description fields. If the export is partial, we flag the gap for customer decision before proceeding. |
| Tags / Classifications | Mapping required | Xapsys allows classification tags on records. We extract tag names and values, then map them to the destination's equivalent tagging or label system, flagging any that have no direct equivalent. |
Gotchas
What to watch for in Xapsys CRM migrations
Issues we've hit on past Xapsys CRM migrations, tagged by severity. FlitStack AI handles every one — surfacing them up front because buyer engineering teams want to know.
Custom entity schemas vary by deployment
Workflows do not export and must be rebuilt
Reporting is not included in standard package
Sage/Xero integration locks in dual-record discipline
Limited public API documentation
| Severity | Issue |
|---|---|
| High | Custom entity schemas vary by deployment |
| High | Workflows do not export and must be rebuilt |
| Medium | Reporting is not included in standard package |
| Medium | Sage/Xero integration locks in dual-record discipline |
| Low | Limited public API documentation |
Leaving Xapsys CRM?
Where Xapsys CRM customers move next
12 destinations Xapsys CRM can migrate to.
How a Xapsys CRM migration works
Four steps, Xapsys CRM-specific
Connect
Not publicly documented into Xapsys CRM. Scopes limited to read-only on the data we move.
Map
We translate Xapsys CRM-specific structures (custom fields, objects, value lists) to the destination's model.
Sample
Test with a 50–200 record subset to validate Xapsys CRM quirks before production.
Migrate
Full migration with Xapsys CRM rate-limit handling. Rollback available throughout.
FAQ
Xapsys CRM migration FAQ
Answers to the questions buyers ask most during Xapsys CRM migration scoping. Not seeing yours? Book a call.
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