Migrate from Xapsys CRM to monday CRM

Schema discovery and scoping

We extract the live schema from the customer's Xapsys instance including all standard objects (Companies, Contacts, Deals), custom entities and their fields, pipeline stage names, classification tags, and document counts. We pair this with a Monday.com board architecture plan: one Accounts board, one Contacts board, one Deals board per pipeline, and one custom board per Xapsys custom entity. We produce a written scope document with the schema map and board design before any data export begins.

Data export and cleaning

We export Companies first, then Contacts, then Deals, then custom entity records, then activities and documents from Xapsys. During export we run a data quality pass: deduplication on email and company name, normalization of date formats to YYYY-MM-DD, standardization of phone number formats, and flagging of incomplete records. We produce a data quality report for the customer admin to review before import begins.

Monday.com board setup and column configuration

We create the target boards in Monday.com CRM: Accounts, Contacts, Deals, and one board per custom entity. We configure columns to match the extracted Xapsys schema field types and names. Status columns for pipeline stages are populated with the original Xapsys stage names. We configure Monday.com CRM item connections (Contact to Account, Deal to Contact and Account) before any data is imported. Board permissions and team access settings are documented for the customer's admin to apply.

Record import in dependency order

We import records into Monday.com in dependency order: Accounts first, then Contacts with Account connections resolved, then Deals with Contact and Account connections resolved, then custom entity records with their parent lookups resolved. Documents are uploaded via the Monday.com file API and attached to the relevant Account or Deal item. Activities and notes are imported as Item updates or Subtasks linked to the correct parent item. Each phase emits a row-count reconciliation report confirming record counts match the export baseline.

Delta migration and cutover

We freeze writes in Xapsys during cutover, run a final delta export capturing any records modified or created during the migration window, apply the same transform and import logic, then close the Xapsys export access. Monday.com becomes the system of record. We deliver the automation and integration inventory document to the customer's admin team. We support a five-business-day hypercare window for reconciliation issues raised by the team during initial Monday.com use.

Automation rebuild handoff

We do not rebuild Xapsys workflows as Monday.com Automations inside the migration scope. We deliver a written inventory of every active Xapsys automation with its trigger type, conditions, actions, and recommended Monday.com Automation equivalent. The customer's admin or a Monday.com partner rebuilds the critical automations post-migration. Sage and Xero re-integration through Zapier or Make is documented as a separate task with the relevant trigger-action pairs identified from the original Xapsys sync configuration.