Skip to content

Best Practices, Limitations, Options, and More...

Insightly to Salesforce migration


What are my options for

converting Insightly to Salesforce?


So you've decided to switch your Insightly to Salesforce and don't know how to get started? We will help you. First of all, it should be noted that all the data in your CRM is closely related. So data experts or partners who specialize in this CONSTANTLY are the way to go. Only data migration experts will make your transition as smooth as possible, so you can focus on the key parts of your business.

The main thing to remember is that migration is quite feasible. Yes, the entire migration process can be difficult and time-consuming, but it's worth it. Luckily for you, there a businesses and tools that focus on specifically this migration and remove an incredible amount of potential pain and friction.

Of course, you could use the CRM vendor’s limited import functionality, but remember that the vendor of the CRM is focused on their own internal functions, NOT on how to transfer data from other sources. So make sure you have a migration resource lined up and you feel comfortable there (pricing, timeline, involvement, etc) prior to signing with them.

Option 1

Migrating myself 

Your first option is to transfer data to Salesforce yourself. Change your CRM and keep in mind all business processes and their unique characteristics, since the program's performance always affects the bottom line of the organization.



Option 2

A wizard import tool or
an integration

There are a few data migration tools from Insightly to Salesforce out there on the market that provide direct API to API migration functionality.  Test the free demo version of the Trujay tool to see how the service works.

Option 3

A custom migration

So this is the option that defines “doing it the right way.” Using this option, you will have more time to learn and adapt to the new CRM.


Option 1: Migrating myself and using the CRM vendor’s import tool

Having decided to migrate CRM data, business owners and managers start looking for an implementer, and many set out to figure it out on their own. Migrating CRM on your own is an idea that comes most often to owners or managers of businesses with an average income, the main argument is the cost savings that you need to pay the integrator.  Too often have we seen customers who purchased the new solution and has tried to manage the import on their own, use the CRM vendor's “native” tools and have ultimately just ended up with a mess, three months down the road with half of the data in and the rest left in pieces.

Option 2: Migrating with a wizard import tool or an integration tool

On the market today, a few data migration technologies offer direct API to API transfer capability. Additionally, you can employ middleware or iPaaS (integration platform as a service) solutions. The iPaaS suppliers will want to get you on a contract for a longer length of time, and as they are developed for continuing data syncs, they will be too sophisticated and challenging to comprehend for your use case. Therefore, I would prefer the technologies designed exclusively for data migrations. You will be paying for a lot of features that you don't need.

The data migration wizards on the market built just for data migration purposes are what you should consider in our opinion, as they will be simpler and more straightforward.  The main differentiator with these tools you need to look out for, are some will require you to create all the custom fields one by one, which is half the migration and a lot of work/hours.  Others, the tool is robust enough to create the custom fields for your, saving you a tremendous amount of time and a lot more valuable. Make sure to check.. Migrating data from a legacy CRM to a new CRM can feel like a daunting task. That's why we built the Migration Wizard. The Wizard is a powerful, easy-to-use app that takes the headache out of data migration. No technical skills required.

Trujay has a data migration wizard app and even an additional option with guided support to ensure your mapping, testing, QA, delta migration goes smoothly. With it, your Insightly to Salesforce data migration will become much easier.

Contact us     Try it for free

You can run as many free random samples as you wish with Trujay's migration tool. The goal is to keep experimenting with the mapping until the sample data appears precisely way you want it to. Every sample you run will overwrite the previous one, so don't worry about piling up sample data in Salesforce. Once you're satisfied with the mapping, you may proceed with the entire migration and make a payment.

Step by Step screens of Trujay’s Self Service Migration Wizard

Option 3: A custom migration

So this is the option that defines “doing it the right way.”  Not that the previous options are doing it the wrong way, but this will take the entire lift and process off your plate and you can focus on training and configuring Salesforce, which is very important for you to be focusing on and your business processes.  Finding a company that specializes in data migrations, they know Insightly  and Salesforce like the back of their hands will make for a seamless transition and save you an endless amount of hours.   

With a custom migration, you might have a CRM implementation partner where they have fit this into their entire onboarding plan with you.  This option is the most valuable in our opinion, because trying to adopt Salesforce on your own and not optimizing all of its features can slow down the investment you are making.  Time to value with your investment in Salesforce is key if your true ambition with your business is growth.

Contact us    Try it for free

Having a project manager or CSM guide you through the entire Insightly to Salesforce migration process gives you time to consider things like fields/properties clean up, consolidation of pipelines or processes, automations, etc.  Better yet the project manager/CSM can give you guidance on turning text fields into dropdown fields, so you can report more accurately on data points you collect.



Knowledge Base

What is a Sample Migration?

Sample Migration is a process where we transfer a small part of your records (approximately 10% of all data) to the target CRM platform and estimate the price of a Full Data Migration. You can test our service using the Free Sample Import.

You can change options and rerun the sample migration as many times as you need.

How does Free Sample work?

During the Sample Migration, we take a part of your records and migrate them to your target CRM platform, along with relations between those records. The entire process may take up to 15 minutes; it depends on the specification of your CRMs.

What happens after the Sample Migration is complete?

Once complete, you can review the transferred records in the target platform. Evaluate the results to make sure they work for you.

How to make a Salesforce backup?

When your existing Salesforce edition doesn't have the API access, the optimal solution to switch to another CRM in an automated way is to transfer data with the help of CSV files.

You can do Salesforce backup files in two ways:

1. Use Trujay service.

It allows you to export different modules or all the modules with saved relations between records. That means if you decide to transfer your data from CSV to another platform, it will have the same connections as it had in your Salesforce account.

2. Use the option Salesforce offers.

First of all, you have to backup your current CRM data:

    1. Go to your Salesforce admin panel and choose 'Setup'.

      Then go on the left side of the page layout, press ‘Data Management’ and ‘Data Export’ 

migrate from salesforce

    1. Push "Export now" button.

migrate from salesforce

    1. Now, you may export your Salesforce. To that, do the following:

      - Put mark on "Include all data".

      - Make sure you’ve marked the switched fields.

      - Press "Start export". 

migrate from salesforce


What is a Guided Migration?

A guided migration provides you with a Trujay dedicated CSM that will complete all the mappings for you. 

This is an excellent option for people that need an extra layer of support with their migration.


  • Everything in Wizard
  • Customer Success Manager
  • Mapping Verification
  • Quality Assurance
  • 1 - 2 Week Delivery

What is a Record?

A Record is the data item that exists in the CRM's system

  • 1 record = 1 Account/Task/Opportunity/Attachment/Note/Email, etc.
  • 1 record = one entity of CRM data (no matter what type is it).

For example:

Your current CRM possesses:

  • 1 account
  • 2 tasks
  • 3 emails
  • 2 notes.

In summary you have 1 account + 2 tasks + 3 emails + 2 notes = 8 records.

What is a Delta Migration?

A delta migration is the final migration performed during your custom migration process.

It ensures that all the data you have requested to be migrated is transferred and your target CRM is up to date right before the launch. 

Can I migrate users to Salesforce?

Unfortunately, you cannot migrate users from your source CRM to the Salesforce CRM platform using API.

Therefore, please make sure that all necessary users are created in Salesforce before proceeding with your migration process. During the migration, once you map the corresponding users between your source CRM and the Salesforce CRM, all data and relations will be migrated to the corresponding users.


What are my options?

Data cleansing


You can clean up the data yourself in the Insightly portal. This will require some effort and time on your side, however it will have no additional cost.


You might request that the data migration partner filter the data while it is being sent. If you've identified problematic data and can provide the partner with bullet points of what data you don't want to move to Salesforce, they can develop bespoke scripts to transfer only what you specified.


You can clean the data post-migration and should be relatively easy with Salesforce’s segmenting tools. Create the filters or custom views and then delete!

What are my options?

Insightly to Salesforce: Objects

Insightly Objects   Salesforce Objects
Organizations Accounts
Attachments Attachments
Comments  Comments 
Contacts Contacts
Emails Email Messages
Leads Leads
Events Events
Notes Notes
Opportunities Opportunities
Tags  Tags 
Tasks Tasks
Users Users

Additional objects will need to be investigated for a Custom Migration

Onboarding Icon-1


There are several de-duplication tools on the market to consider and all of them are low costs. Most likely the data migration partner has relationships installed and can get the prices at a discount for you, make sure to ask.

Onboarding Icon-1

Bad or Outdated Contacts

Using a tool like Neverbounce is great to identify which emails are invalid, unverified, or a catch-all email ( or From there you can mark and remove those and these costs are pretty minimal as well.


You have options

To wrap up

So, we have presented you with several ways to solve this problem. We are confident that you will be able to choose the right option for your business. First of all, you should analyze the volume of your data, your schedule and budget. You also need to understand the limitations and clearly define the process and goals.

If you are serious about your business, we suggest that you implement the Trujay complex into your workflow.  Many company owners worry that they will have to manually enter all the information into the new system. However, this is not the case, our team will transfer all the necessary data from Insightly to Salesforce, while all data will be preserved. We make the transition from crm in a short time.

If you need more information about Insightly to Salesforce migration, or if you are unsure about your decision, you can contact us here. We are happy to provide information on limitations, pitfalls, disadvantages, pricing and timing.

Contact us    Try it for free