How to Migrate from Ravetree to AgencyPro
A 1-2 week migration playbook for agencies moving from Ravetree to AgencyPro. Transfer CRM, projects, timesheets, and invoices without losing data or momentum.
Why agencies switch from Ravetree
Dated UI and UX
Ravetree's interface feels a generation behind modern SaaS. Teams and clients consistently report that navigation is clunky. AgencyPro ships a modern, fast UI with clear information hierarchy.
Slower feature velocity
Ravetree has been slower to ship new features compared to newer agency platforms. AgencyPro releases improvements monthly, including AI assistants, retainer automation, and better reporting.
Weaker client portal
Ravetree's client portal is basic. Agencies wanting a branded, polished client experience turn to AgencyPro's full white-label portal with approvals, deliverables, and invoices in one place.
Per-user pricing at scale
Ravetree bills per user, which punishes agencies as they grow. AgencyPro offers flat pricing with unlimited users on higher plans, making revenue growth cheaper.
Migration timeline
Week 1: Audit and import
- Days 1-2: Export contacts, projects, time, invoices from Ravetree
- Days 3-4: Configure AgencyPro workspace
- Days 5-7: Import clients, projects, and time entries
Week 2: Billing and cutover
- Days 8-10: Migrate billing, retainers, and reports
- Days 11-12: Train team, invite clients
- Days 13-14: Cancel Ravetree and archive data
Step-by-step migration process
- 1
Audit Ravetree modules in active use
Map out which Ravetree modules your team actually uses: CRM, projects, tasks, time tracking, invoicing. This scopes what needs to migrate and what can be retired.
- 2
Export all Ravetree data
Export CSVs for contacts, projects, tasks, time entries, invoices, and expenses. Download file attachments per project. Keep a full backup archive before proceeding.
- 3
Set up AgencyPro workspace
Configure your AgencyPro account with branding, custom domain, team roles, and project templates that mirror your Ravetree structure.
- 4
Import clients and contacts
Bulk import client and contact CSVs. Map Ravetree custom fields to AgencyPro custom fields. Deduplicate during import.
- 5
Migrate projects and tasks
Import project data with tasks, milestones, and due dates. Rebuild project templates for your common engagement types. Archive completed projects as historical records.
- 6
Transfer time entries and timesheets
Import time entries against the right projects and team members. Map Ravetree activity categories to AgencyPro task categories. This preserves billable vs. non-billable classification.
- 7
Move invoices, billing, and retainers
Recreate outstanding invoices and recurring billing schedules. Set up retainer plans in AgencyPro with hour pools, overages, and rollover rules. Run a parallel billing cycle to verify.
- 8
Train team, invite clients, cancel Ravetree
Run a one-hour team training on AgencyPro. Send branded client invitations. After one parallel billing cycle, cancel Ravetree and archive the final data export.
What data you can migrate
Common migration challenges
Challenge: Mapping Ravetree custom fields
Custom fields often differ between platforms. Solution: build a field-mapping spreadsheet first, define AgencyPro custom fields, then import data with mapped columns. This avoids data loss.
Challenge: In-flight time entries during cutover
Time entries happen daily. Solution: pick a clean cutover date (typically end of a pay period), export all Ravetree time up to that date, start logging in AgencyPro from that date forward.
Challenge: Recurring invoice schedules
Recurring invoices must be recreated in AgencyPro. Solution: list every active recurring invoice in Ravetree, rebuild in AgencyPro one week before cutover, test with one client first.
Post-migration checklist
- All active clients imported with correct contact details
- Active projects migrated with tasks and milestones
- Time entries imported for the last 90 days
- Outstanding invoices recreated and validated
- Recurring billing schedules live and tested
- Retainer plans configured with usage tracking
- Team trained and clients invited to new portal
- Ravetree subscription cancelled after parallel billing cycle
Frequently asked questions
How long does it take to migrate from Ravetree to AgencyPro?
Plan for 1-2 weeks. Because Ravetree covers multiple modules (CRM, projects, time, invoicing), there is more data to move than a single-purpose tool. Small agencies with under 25 active projects can often finish in 5-7 days.
Can I export my Ravetree data?
Ravetree supports CSV exports for most modules: contacts, projects, tasks, time entries, and invoices. Custom fields and workflow automations require manual rebuild. Keep a full Ravetree data export as backup before cancelling.
What do I gain by switching from Ravetree?
Agencies switching from Ravetree usually cite a more modern UI, faster page load times, better client portal UX, and an agency-focused retainer and time-to-invoice workflow. AgencyPro is continuously updated with features that Ravetree has been slower to ship.
Will my historical time entries and invoices transfer?
Yes. Ravetree exports time entries and invoices as CSV. These can be imported into AgencyPro as historical records or used to drive a fresh billing cycle. Most agencies migrate outstanding and 90-day-historical data.
Can my team keep using the same workflow?
AgencyPro has Gantt charts, Kanban boards, task dependencies, and time tracking that mirror Ravetree's feature set. Most teams find AgencyPro easier to adopt because the UI is cleaner and onboarding takes hours, not days.
Upgrade from Ravetree to a modern platform
Book a demo and see how AgencyPro handles the same CRM, projects, time tracking, and invoicing workflow, with a faster UI and better client portal.