How to Migrate from Avaza to AgencyPro
A 1-2 week migration playbook for agencies switching from Avaza. Move projects, timesheets, invoices, and expenses to a platform built for modern agency workflows.
Why agencies switch from Avaza
Generalist tool, not agency-focused
Avaza targets consultants, freelancers, and small businesses broadly. Agency-specific workflows (retainers with overages, deliverable approvals, branded portals) require workarounds rather than native support.
Weaker client portal experience
Avaza's client portal is basic: mostly invoices and a project list. AgencyPro provides a full branded portal with approvals, deliverables, retainer status, and messages.
Per-user tiered pricing
Avaza's pricing tiers charge per user beyond low limits. Agencies with growing teams and freelancers hit upper tiers quickly. AgencyPro offers unlimited users on higher flat-priced plans.
No native proposals or contracts
Avaza has estimates but no real proposal or contract module. Agencies bolt on Proposify, PandaDoc, or DocuSign. AgencyPro includes proposals, contracts, and e-signatures natively.
Migration timeline
Week 1: Export and import
- Days 1-2: Export Avaza contacts, projects, timesheets, invoices
- Days 3-4: Configure AgencyPro workspace and branding
- Days 5-7: Import clients, projects, and time data
Week 2: Billing and cutover
- Days 8-10: Migrate invoices, retainers, expenses
- Days 11-12: Train team, invite clients to portal
- Days 13-14: Cancel Avaza after parallel billing cycle
Step-by-step migration process
- 1
Audit Avaza modules and active data
Map which Avaza modules your team uses daily: CRM, projects, tasks, timesheets, invoices, expenses. Tag active vs. archived clients and projects.
- 2
Export Avaza data
Export CSVs for contacts, projects, tasks, timesheets, invoices, and expenses. Download file attachments per project. Keep a complete backup archive.
- 3
Set up AgencyPro workspace
Configure AgencyPro with your custom domain, branding, team roles, and project templates mirroring your Avaza project patterns.
- 4
Import clients and projects
Bulk import contacts and companies. Import active projects with tasks, due dates, and assignees. Archive completed projects as historical reference.
- 5
Migrate timesheets
Import the last 90 days of timesheets against the right projects and team members. Preserve billable classification. This unlocks AgencyPro's time-to-invoice workflow.
- 6
Move invoices, retainers, and recurring billing
Recreate outstanding invoices and active recurring billing schedules. Set up retainer plans with hour pools. Run one parallel billing cycle to verify accuracy.
- 7
Transfer expenses
Import the last 90 days of expense entries with categories and receipts. AgencyPro tracks expenses against projects so they roll into invoices automatically.
- 8
Invite team and clients, cancel Avaza
Run a team training on AgencyPro. Send branded client portal invitations. After one parallel billing cycle, cancel Avaza and archive the final data export.
What data you can migrate
Common migration challenges
Challenge: Mapping Avaza tax rates and currencies
Avaza supports multiple currencies and tax rates. Solution: list each tax rule before migration, recreate in AgencyPro, and validate with one test invoice per currency.
Challenge: Time-entry cutover timing
Time entries happen daily. Solution: pick a pay-period boundary as the cutover date. Export all Avaza time through that date, then start logging in AgencyPro from day one of the new period.
Challenge: Expense receipt migration
Avaza stores receipt images. Solution: bulk download receipt attachments by project and re-upload to the corresponding AgencyPro expense records. Allocate 1-2 hours for this task.
Post-migration checklist
- Contacts and companies imported with correct details
- Active projects migrated with tasks and team assignments
- Timesheets imported for the last 90 days
- Outstanding invoices recreated and validated
- Recurring billing schedules live and tested
- Expense entries migrated with receipts attached
- Client portal invitations sent and accepted
- Avaza subscription cancelled after parallel billing cycle
Frequently asked questions
How long does it take to migrate from Avaza to AgencyPro?
Plan for 1-2 weeks. Avaza covers contacts, projects, timesheets, invoices, and expenses, so there is more data to move than a single-purpose tool. Small agencies with fewer than 25 clients often finish in a week.
Can I export my data from Avaza?
Avaza supports CSV exports for all major modules: contacts, projects, tasks, timesheets, invoices, and expenses. File attachments can be downloaded per project. Keep a complete data export as backup before cancelling.
What do I gain by switching from Avaza to AgencyPro?
Agencies switching usually cite better client portal UX, a more modern UI, native retainer management, and agency-specific workflows (approvals, proposals, time-to-invoice). Avaza is a solid generalist tool but not tuned for agency client experience.
Will my clients notice the switch?
Clients see a new branded portal with approvals, deliverables, invoices, and messages in one place. Most respond positively to the upgrade. AgencyPro supports custom domains so the portal URL can remain consistent.
Can AgencyPro handle my recurring invoices and retainers?
Yes. AgencyPro has native recurring invoicing and retainer billing with hour pools, overages, and rollovers. Recreate each active recurring schedule in AgencyPro during week two of migration and run a parallel billing cycle to verify.
Move to an agency-focused platform
Book a demo and we will map your Avaza workspace into AgencyPro, with native retainers, proposals, and a branded client portal included.