How to Migrate from Copilot to AgencyPro
A complete 1-2 week migration playbook for agencies switching from Copilot. Move clients, billing, and files without losing momentum or disrupting client relationships.
Why agencies switch from Copilot
Project management depth
Copilot's task module is built around client communication. Agencies running complex deliverables need Gantt charts, milestones, dependencies, and time-to-invoice workflows that AgencyPro provides natively.
Per-client pricing adds up
Copilot's tiered pricing scales with clients and modules. AgencyPro offers predictable flat pricing with unlimited clients on higher plans, making revenue growth cheaper.
Native retainers and overages
Tracking retainer hours, overages, and rollovers in Copilot requires third-party custom apps. AgencyPro handles retainer billing and usage out of the box.
Custom branding control
AgencyPro offers full white-label control: custom domains, UI theming, branded client emails, and SSO. Every client touchpoint reflects your agency, not a SaaS vendor.
Migration timeline
Week 1: Setup and import
- Days 1-2: Audit Copilot workspace and export data
- Days 3-4: Configure AgencyPro workspace, branding, and custom domain
- Days 5-7: Import clients, invoices, and files; rebuild templates
Week 2: Parallel run and cutover
- Days 8-10: Invite team, set up projects, parallel-test one pilot client
- Days 11-12: Roll out to all clients with branded invitation emails
- Days 13-14: Decommission Copilot and archive historical data
Step-by-step migration process
- 1
Audit your Copilot workspace
List every active client, open invoice, shared file, and custom app in Copilot. Tag clients that are mid-project vs. retainer vs. inactive. Mid-project clients get migrated last.
- 2
Export clients and contacts
Use Copilot's export tool to download your client CSV. Include billing details, contact emails, and any custom fields. Clean duplicates before importing.
- 3
Create your AgencyPro workspace
Sign up, set up your custom domain, upload brand assets, and invite your team. Configure roles and permissions to match your agency structure.
- 4
Import clients and invoices into AgencyPro
Use the bulk CSV import for clients and contacts. Outstanding invoices can be recreated manually or imported via the API. Mark paid invoices as historical for record-keeping only.
- 5
Rebuild templates, contracts, and forms
Copilot's contract and form templates do not export cleanly. Rebuild proposal, contract, and intake templates in AgencyPro's document module. This is a good time to refresh outdated copy.
- 6
Migrate files and documents
Download files from Copilot in bulk, then upload to AgencyPro project folders. For large file libraries, use a staged approach: critical files first, archival files during parallel run.
- 7
Configure projects, tasks, and time tracking
Set up project templates for your most common engagements. Enable time tracking and connect time entries to invoices. This step unlocks AgencyPro's time-to-invoice workflow.
- 8
Pilot, invite clients, and cut over
Run one pilot client in parallel for a week to validate the setup. Then send branded portal invitations to remaining clients. Cancel Copilot once the last billing cycle closes.
What data you can migrate
Common migration challenges
Challenge: Custom app dependencies
Many Copilot workspaces rely on custom apps that embed third-party tools like Airtable or Notion. Before cutover, list every custom app and map it to either a native AgencyPro feature or an iframe embed. Most custom apps become unnecessary once native project and retainer management is in place.
Challenge: Preserving message history
Copilot conversations do not migrate directly into AgencyPro's messaging. Export message logs as a CSV archive for record-keeping and legal purposes. Announce to clients that new conversations start fresh in the new portal.
Challenge: Outstanding subscription billing
Recurring subscriptions active in Copilot must be recreated in AgencyPro's billing module. Run both systems during one full billing cycle so no client is double-charged or skipped. Reconcile before cancellation.
Post-migration checklist
- All active clients have accepted their AgencyPro portal invitation
- Outstanding invoices have been recreated and linked to the right clients
- Recurring subscriptions and retainer billing schedules are live
- Brand assets, custom domain, and portal theming are verified
- Team members have correct roles and project access
- Historical file archive from Copilot is stored in AgencyPro or cold storage
- Copilot subscription is cancelled and data export is backed up
- Clients have been notified of the switch with clear next-step instructions
Frequently asked questions
How long does it take to migrate from Copilot to AgencyPro?
Most agencies complete the migration in 1-2 weeks. Small teams with fewer than 25 clients can finish in 3-5 business days. Larger agencies with custom Copilot apps and complex billing should plan for the full two weeks with a week of parallel operation.
Can I export my data from Copilot?
Yes. Copilot lets you export client data, invoices, and message history as CSV files. Files in the file sharing module can be downloaded in bulk. Contract and form data export is limited, so you may need to recreate templates in AgencyPro.
Will my clients notice the switch?
Clients will receive a new portal invitation with your agency's custom branding. Because AgencyPro supports custom domains, you can keep portal URLs on your own domain. Most agencies announce the upgrade as a positive change with better project visibility.
Do I lose my Copilot custom apps during migration?
Copilot's custom apps embed third-party tools into the portal. AgencyPro has native project management, time tracking, and retainers, so many of those third-party embeds become unnecessary. For anything still needed, AgencyPro supports embedded links and integrations.
What happens to recurring subscriptions in Copilot?
Recreate recurring subscriptions inside AgencyPro's billing module before cancelling Copilot. Run both systems in parallel for one billing cycle so clients experience no interruption, then decommission Copilot.
Ready to leave Copilot behind?
Our team runs a guided migration for every new AgencyPro customer. Book a demo and we will map your Copilot workspace to AgencyPro in under 30 minutes.