MIGRATION GUIDE
How to Migrate from Asana to AgencyPro
A complete 2026 guide to moving your agency off Asana. Replace a general-purpose work tool with an agency-first platform that includes invoicing, proposals, and client portals.
Why agencies switch from Asana
Per-seat pricing penalizes growth
Asana charges per seat, per month. A 20-person agency on Business pays over $5,000/year just for task management. AgencyPro includes unlimited seats on most plans.
No client-facing features
Asana has no concept of a client portal, proposals, or invoicing. You glue together 3-4 separate tools to serve clients end-to-end.
Time tracking is an afterthought
Asana's time tracking is basic and requires higher tiers. AgencyPro has native time tracking tied directly to projects and invoices.
No CRM or pipeline
Asana has no real CRM. Agencies end up bolting on HubSpot or Pipedrive. AgencyPro ships with an agency-shaped CRM and pipeline out of the box.
Migration Timeline
WEEK 1 - FOUNDATION
Days 1-3: Export and setup
Inventory active Asana projects, export data, and spin up your AgencyPro workspace.
WEEK 1 - DATA
Days 4-7: Clients, projects, templates
Import clients, recreate active projects, build AgencyPro project templates.
WEEK 2 - BILLING
Days 8-11: Invoicing and retainers
Consolidate invoicing into AgencyPro and set up Stripe.
WEEK 2 - LAUNCH
Days 12-14: Pilot and go-live
Pilot, train the team, and cut over.
Step-by-step migration process
Export data from Asana
In each active project, Project menu > Export > CSV or JSON. Use the Asana API to pull comments, attachments, and activity history if needed.
Set up your AgencyPro account
Sign up at agencypro.app. Configure branding, custom domain, and pipeline stages to match how your agency actually runs engagements.
Import clients and contacts
Asana has no native client list. Build a client CSV from your CRM, billing tool, or spreadsheets, and upload into AgencyPro contacts.
Migrate active projects
For each active Asana project, create a matching AgencyPro project using a template. Import tasks, assignees, and due dates.
Transfer invoices and billing history
Export invoices from your current billing tool (QuickBooks, FreshBooks, Stripe, etc.) and import open invoices into AgencyPro.
Set up recurring subscriptions
Connect Stripe and rebuild each retainer as a recurring subscription. Email clients about any payment link changes.
Invite team members
Add your team with role-based permissions. Run a 30-minute training so everyone knows where Asana features map in AgencyPro.
Test and go live
Pilot a full client lifecycle in AgencyPro. Update Slack, email, and calendar links, then cancel Asana after the parallel-run window.
What data you can migrate
Common migration challenges
Challenge: No native client concept in Asana
Asana has projects but no clients. Solution: Pull your client list from your CRM or accounting tool, then link each Asana project to a client during the AgencyPro import.
Challenge: Rules don't transfer
Asana Rules are proprietary. Solution: Prioritize the 3-5 most impactful rules, rebuild as AgencyPro project templates and notification rules, and retire the rest.
Challenge: Scattered billing data
Most Asana shops invoice from a separate tool. Solution: Export from your billing tool once, import open invoices into AgencyPro, and start all new billing in AgencyPro going forward.
Post-migration checklist
Frequently asked questions
Why switch from Asana to AgencyPro?
Asana is great for internal task tracking but was never built for agencies. You pay per seat and still need separate tools for invoicing, proposals, time tracking, and client portals. AgencyPro consolidates all of it under one flat price.
Can I export Asana projects and tasks?
Yes. Asana supports CSV and JSON exports per project. You can also export at the team level. Use the Asana API for comprehensive backups including comments and attachments.
What happens to my Asana rules and automations?
Asana Rules don't export. Document your most critical ones, then rebuild them as AgencyPro project templates and notification rules. Teams usually find they need fewer rules in an agency-focused tool.
How do I handle Asana Goals and Portfolios?
AgencyPro has agency-specific dashboards for project health, utilization, and revenue that replace most Asana Portfolio use cases. Rebuild only the goals and portfolios that map to your agency KPIs.
Will AgencyPro work for non-client internal work too?
Yes. You can run internal projects (marketing, hiring, operations) as non-billable projects in AgencyPro, keeping the whole agency in one tool.
Ready to consolidate your agency stack?
Stop paying for Asana, an invoicing tool, a CRM, and a proposal tool. AgencyPro includes all of it.