Switching project management tools is a significant decision for any agency. You've invested time building boards, workflows, and team habits in Monday.com. The migration may feel daunting—but with the right approach, most agencies complete the transition in one to two weeks and quickly realize the benefits of a platform built specifically for agencies. This guide walks you through the complete migration process from Monday.com to AgencyPro, from planning through go-live.
Key Takeaways:
- Most agencies complete the Monday.com to AgencyPro migration in 1–2 weeks
- Clean your Monday.com boards before export to reduce noise in the new system
- AgencyPro replaces Monday.com plus billing, time tracking, and portal tools in one platform
- Run both tools in parallel for 1–2 weeks on critical clients before full cutover
Why Agencies Switch from Monday.com
Monday.com is a powerful, flexible project management tool. Its boards, automations, and visual workflows work well for teams that need adaptability. Many agencies start with Monday.com because it's familiar, widely adopted, and handles generic project tracking effectively.
But agencies eventually hit limitations that generic project management tools weren't designed to address:
Per-seat pricing adds up. Monday.com charges per user (see Monday.com pricing). As your team grows, costs scale linearly—and you still need separate tools for invoicing, time tracking, and client communication. The stack becomes expensive: Monday.com + Harvest + QuickBooks + a client portal solution can easily exceed $100 per user per month.
Monday.com isn't agency-specific. It's built for any type of project. Agencies need client-centric views, retainer hour tracking, branded client experiences, and workflows that mirror agency operations. You end up customizing boards extensively, and maintenance becomes a full-time job.
No built-in client portal. Sharing project progress with clients means adding them as guests to your workspace. They see your internal boards, column structures, and sometimes more than you'd like. There's no polished, branded client experience—just access to your work boards.
No invoicing or billing. Monday.com has no invoicing capability. You'll need FreshBooks, QuickBooks, or another billing tool. Time tracking requires integrations. The workflow from completed task to paid invoice spans multiple platforms, creating friction and manual reconciliation.
Limited agency reporting. Understanding retainer utilization, revenue per client, project profitability, and team capacity requires exporting data, building custom dashboards, or maintaining spreadsheets. Monday.com reports task completion—not agency business health.
If these challenges sound familiar, AgencyPro was built to solve them. It combines project management, client portal, time tracking, billing, and white-label capabilities in one agency-specific platform.
What to Migrate
Before starting, inventory what you need to bring over:
Projects and boards. Map Monday.com boards to AgencyPro projects. Most agencies organize by client—each client gets a workspace with projects inside. Decide which active projects need full migration versus which can be archived.
Tasks and subtasks. Export tasks with assignees, due dates, descriptions, and status. AgencyPro's import supports CSV with field mapping.
Clients and contacts. Export your client list with contact details, so each client can be set up in AgencyPro with their own portal access.
Files and attachments. Download important project files and re-upload to AgencyPro's file-sharing system. Prioritize active projects; historical files can remain in Monday.com (or archived storage) for reference.
Custom fields and metadata. Document any custom columns you rely on—budgets, retainer hours, client-specific tags. Recreate essential fields in AgencyPro during setup.
Step-by-Step Migration Process
Step 1: Plan Your Timeline
Allow one to two weeks for a typical agency migration. Avoid starting during a high-volume client delivery period. Many agencies choose a month-end or quarter-end for a clean cutoff. Announce the switch to your team and clients 1–2 weeks in advance.
Step 2: Export Data from Monday.com
Export each board you want to migrate:
- Open the board in Monday.com
- Click the three-dots menu (•••) in the top-right
- Select "Export" → "Export to Excel" or "Export to CSV"
- Save the file—include all columns relevant to your workflow
Repeat for each board. For clients, export your contact list or use your CRM export if contacts live elsewhere.
Step 3: Set Up AgencyPro and Create Your Structure
Create your AgencyPro account and establish your organizational structure:
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Create clients. Add each client as a contact. They'll receive invites to their branded client portal once you're ready.
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Create project templates. Build templates for your common project types (e.g., website redesign, monthly retainer, campaign launch). Include phases, tasks, and milestones that match how you work.
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Configure billing. Set up your billing preferences—retainer terms, hourly rates, invoice templates. Configure time tracking if you bill by the hour.
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White-label your portal. Add your logo, colors, and (optionally) custom domain so clients see your brand, not a generic tool.
Step 4: Map and Import Projects
Use AgencyPro's CSV import to bring over projects and tasks:
- Prepare your export: ensure column headers match AgencyPro's import expectations (project name, task name, assignee, due date, status, etc.)
- Map Monday.com columns to AgencyPro fields—the import wizard guides you through this
- Import one board at a time to verify accuracy
- Assign projects to the correct clients in AgencyPro
- Review imported tasks for completeness and fix any mapping issues
Step 5: Migrate Team Members
Invite your team to AgencyPro. Assign roles and permissions. Most team members will need project access; you may restrict billing or admin access to specific people.
Share project templates and show the team where their work lives. AgencyPro's interface is purpose-built for agencies, so the learning curve is typically shorter than Monday.com's customization-heavy environment.
Step 6: Onboard Clients to the Portal
Once projects are set up, invite clients to their portal:
- Send portal invites with login instructions
- Provide a brief overview: where to see project progress, how to approve deliverables, how to view invoices
- Migrate active communications—move ongoing discussions to AgencyPro's messaging where appropriate
- Set expectations: "We've moved to a new platform that gives you clearer visibility. Here's how to access it."
Step 7: Run in Parallel (Optional)
For critical clients, run Monday.com and AgencyPro in parallel for 1–2 weeks. Update both during this period to ensure nothing falls through the cracks. Once confident, make AgencyPro the primary system and archive Monday.com.
Step 8: Sunset Monday.com
Cancel your Monday.com subscription after confirming all essential data is migrated. Download final exports for your records. Communicate the completion to your team and clients.
What You'll Gain with AgencyPro
Beyond the migration, here's what changes for the better:
All-in-one platform. Project management, time tracking, billing, and client portal in one place. No more switching between tools to track hours, create invoices, or share updates.
Client portal built for agencies. Each client gets a branded portal where they see their projects, approve deliverables, view retainer usage, and communicate with your team. No more guests in your internal workspace.
Retainer and billing native. Track hours against monthly retainer allocations. Generate invoices from tracked time or fixed amounts. Manage recurring billing and payment reminders—all without QuickBooks or FreshBooks.
White-label experience. White-label your portal with your logo, colors, and domain. Clients interact with your brand from start to finish.
Agency-specific reporting. Dashboards for retainer utilization, team capacity, revenue by client, and project profitability. Understand your business without exporting to spreadsheets.
Simpler pricing. One platform replaces multiple subscriptions. Most agencies save 30–50% compared to their Monday.com plus integrations stack—consistent with industry findings on tool consolidation benefits.
Migration Checklist
Use this checklist to ensure a smooth transition:
- [ ] Set migration timeline and communicate to team and clients
- [ ] Export all relevant Monday.com boards (CSV/Excel)
- [ ] Export client and contact data
- [ ] Download critical file attachments from active projects
- [ ] Create AgencyPro account and configure organization settings
- [ ] Create project templates for common project types
- [ ] Set up billing, time tracking, and invoice preferences
- [ ] Apply white-label branding to client portal
- [ ] Import projects and tasks via CSV (map columns correctly)
- [ ] Assign projects to correct clients
- [ ] Invite team members and assign roles
- [ ] Invite clients to their portals with login instructions
- [ ] Optional: Run parallel with Monday.com for 1–2 weeks
- [ ] Confirm all active work is in AgencyPro
- [ ] Cancel Monday.com subscription
- [ ] Archive Monday.com exports for reference
Common Migration Questions
How long does the migration take? Most agencies complete data migration in 2–3 days. Full transition including team onboarding and client setup typically takes 1–2 weeks. Complex setups with many custom workflows may take longer.
Will we lose our historical data? You can export all data from Monday.com before canceling. AgencyPro stores active projects. Keep Monday.com exports archived for historical reference. For very old, inactive projects, many agencies choose to archive rather than import.
Can we get help with the migration? Yes. Book a demo and mention you're migrating from Monday.com. Our onboarding team can assist with data mapping, template setup, and migration best practices. Many agencies schedule a migration call to walk through their specific setup.
What if our team is resistant to change? AgencyPro is purpose-built for agencies and often feels simpler than heavily customized Monday.com. Focus on benefits: fewer tools, clearer client experience, built-in billing. Involve key team members in template design so they feel ownership.
Do we need to migrate everything at once? No. You can start with new clients in AgencyPro while finishing active projects in Monday.com. Some agencies migrate client-by-client over several weeks. Choose the approach that fits your workload.
How does AgencyPro compare to Monday.com for project management? AgencyPro's project management is designed for agency workflows—client-centric, with built-in approval flows, time tracking, and billing. Monday.com offers more customization for generic use cases; AgencyPro offers purpose-built features that work out of the box. See our AgencyPro vs Monday.com comparison for a detailed breakdown.
What about Monday.com automations? AgencyPro has its own automation capabilities for project creation, task assignment, and notifications. You won't replicate every Monday.com automation one-to-one, but the most important agency workflows—client onboarding, approval flows, billing triggers—are supported. Document critical automations and recreate them during setup.
Tips for a Smooth Monday.com Migration
- Clean your boards before export. Archive completed projects and remove unused columns. A cleaner export means less noise in AgencyPro.
- Map clients early. Monday.com doesn't have a native "client" concept. Decide how you'll map boards to clients (by project name, tags, or team) before importing.
- Use the parallel period wisely. If you run both tools, use it to validate data and train the team—don't extend it indefinitely.
- Leverage migration support. Book a demo for a migration call. Our team has helped dozens of agencies transition from Monday.com and can shortcut common pitfalls.
Ready to Migrate?
Migrating from Monday.com to AgencyPro is an investment in a simpler, agency-specific operations stack. With clear planning, methodical data export and import, and support from our team, the transition is straightforward—and the result is a platform that grows with your agency.
Book a demo to see AgencyPro in action and get personalized migration assistance. Our team will walk you through your specific setup and help ensure a smooth transition.
Key takeaway: Monday.com is a strong project management tool, but agencies need more—client portals, invoicing, retainer tracking, and agency-specific reporting. AgencyPro combines these in one platform. The migration from boards and guests to client-centric projects and branded portals typically takes 1–2 weeks and pays off in simplified operations and better client experience.