How to migrate from Ravetree to AgencyPro

Example migration timeline

Step-by-step migration process

1. 1

   Export your data from Ravetree

   In Ravetree, export your accounts and contacts (and deals if you track them) to CSV. Export or save project and time reports you need to keep.

2. 2

   Prepare your client CSV

   In AgencyPro, open Imports > Clients and download the template. Every row needs a contact name, an email and an organization (company) name; the import runbook below shows which Ravetree field goes in which column. Keep each file under 1,000 rows and test with a few rows first.

3. 3

   Import clients

   Upload the CSV under Imports > Clients, map any columns the importer did not match automatically, and check the preview. Import stays disabled until the preview shows no errors. Rows whose email is already in AgencyPro are skipped, so a corrected file can be re-run safely.

4. 4

   Import services

   Download the template from Imports > Services and add the services you sell. Each row needs a name, a type (one_time or recurring) and a pricing type (standard, time_based or credit_based); prices go in as plain numbers. Upload, check the preview and confirm. Credit-based and hourly services need the Pro plan, and recurring services get their billing period in the service editor after import.

5. 5

   Connect payments and subscriptions

   Connect Stripe under Payments > Stripe Connect or add PayPal, then recreate retainers as service subscriptions. Clients enter payment details again, because saved cards do not move between platforms.

6. 6

   Recreate active work

   Recreate active Ravetree projects as AgencyPro requests or projects for each client, with hourly services (Pro) for time-billed work.

7. 7

   Invite your team and clients

   Invite team members (each seat after the first is billed per plan), then send clients their portal invitation with a short note on where to submit requests and find invoices.

8. 8

   Run in parallel, then cancel Ravetree

   Run both tools for one billing cycle. When new requests and payments are running in AgencyPro, save a final Ravetree export and cancel.

What moves to AgencyPro, and how

Import runbook: Ravetree to AgencyPro

AgencyPro's CSV importer takes two files: clients (Imports > Clients) and services (Imports > Services). Each has a downloadable template, and each file can hold up to 1,000 rows. Projects, tasks, files, messages, invoices, payment history, saved cards and time entries are not imported; they are set up by hand or with the migration service on the Plus plan. Where a vendor does not publish its export headers, the left column describes the data, and you match the real header in the importer's mapping step.

1. Client file

Where it comes from: Export contacts and accounts from the Ravetree CRM to CSV. Ravetree says these exports are available at any time. Ravetree: FAQ

Rows with the same organization_name become contacts of one organization, and the first of them becomes its owner. The match is exact, so "Example Co" and "Example Co." create two organizations. Address and billing details are taken from the first row of each organization. Columns you do not map are ignored.

2. Service file

Where it comes from: Build the services file from your Ravetree rate cards, estimates or invoices.

The CSV sets the basics only. After import, open each recurring service and add its pricing tier (billing period and price per period), and set intake form fields, images, turnaround and FAQs in the service editor.

3. Sample files

Example data, in the column names AgencyPro's templates use. Download the real templates from Imports > Clients and Imports > Services; they include every optional column.

clients.csv

name,email,phone,position,organization_name,billing_city,billing_country
"Jane Example","jane@example.com","+1 555 0100","Marketing Lead","Example Co","Austin","US"
"Sam Example","sam@example.com","","Founder","Example Co","Austin","US"
"Lee Sample","lee@sample.org","","Owner","Sample Studio","Leeds","GB"

services.csv

name,description,type,pricing_type,price,hours,credits,show_in_catalog
"Website audit","Technical and content audit","one_time","standard","1500.00","","","true"
"SEO retainer","Monthly SEO work","recurring","standard","2000.00","","","true"
"Development hours (10)","Prepaid block of 10 hours","one_time","time_based","1200.00","10","","true"

4. Permissions

• Ravetree: Export from an account that can see all CRM records.
• AgencyPro: importing clients needs the create clients permission, and importing services needs the create services permission, in your workspace role.
• Importing does not email anyone. Clients get portal access when you send their invite from the client record, so you choose when they see the portal.

5. Validate

• Import a test file of three to five rows first, then check those clients and services in AgencyPro.
• In the mapping step, check every column. Headers such as Email, Company and Phone are matched automatically; map the rest by hand.
• The preview checks the first 100 rows for missing required values, invalid emails and invalid type values, and the import stays disabled until it shows no errors. Later rows with errors are skipped and listed by row number in the results.
• Rows whose email (clients) or name (services) already exists in the workspace are skipped, not overwritten.
• Each imported client fires the Client Created event. If you run Zaps on that trigger (Zapier is on the Plus plan), pause them during the import.
• After the import, export clients and services from Exports and compare the row counts with your Ravetree file.

6. Roll back

• There is no undo button. Select the imported clients or services in their lists and delete them in bulk, fix the CSV, and import again.
• To correct a client that imported with wrong details, delete or edit it first: re-importing the same email skips the row.
• Keep Ravetree running until the parallel run ends. Your Ravetree data is the fallback if anything needs re-checking.

Common migration challenges

Post-migration checklist

Frequently asked questions

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