A structured
database
Data is transferred and cleaned of duplicates and formatting inconsistencies. A report on discrepancies found during the analysis is also provided.
Which of these situations sounds like you?
Migration complexity
You want to automate a process, but a large database accumulated over several years makes moving to a new system difficult.
Outdated system
Your legacy system is no longer being developed or supported by the vendor. You want to switch to a new one but don't know how to do it without stopping the business.
Disconnected systems
The CRM only covers client-facing work, while operational processes are handled in a different system. Data has to be duplicated manually.
Data duplication
Accounting and operations are managed in different systems. Data is duplicated manually, and there's always a risk of errors or discrepancies.
Manual payment allocation
Bank statement processing is done manually: uploading files and allocating payments takes hours, with a risk of errors or omissions.
Need for integration
Automating one or more processes requires integration with several other systems the company already uses.
Integration & Migration: data transfer and system integration without stopping your business
The scope of work depends on your situation: migrating a database from Excel to a new system, two-way synchronization between Spiro and your company's existing tools, or a full transition from a legacy solution to Spiro with both systems running in parallel during the switch.
Integration & Migration most often complements Quick Process or Multi-Process Suite, but it can also be a standalone solution if you need to connect an external service to an existing system or transfer data.
What results will you get from Integration & Migration?
A structured
Automatic
synchronization
between systems
Data no longer needs to be transferred manually. Every change in one system is automatically reflected in the other: on a schedule or by trigger, depending on the task.
Technical
documentation
A data exchange diagram, description of triggers and sync rules, and monitoring instructions. This lets your technical team or another vendor understand the system on their own.
Monitoring
and logging
A log of all sync operations: data transferred, execution time, and result. In case of errors, the system automatically sends alerts, allowing issues to be quickly identified and resolved.
Parallel operation
during the transition
The legacy system keeps running until the transition is complete. Migration happens in stages, with full control at each step and no disruption to business processes.
Choose the scenario for your task
Why FreshTech?
No migration
FreshTech
Self-managed migration
Technical analysis
—
Detailed assessment of infrastructure and data before starting
Analysis without specialized experience
Risks
Errors from manual data duplication
Migration experience eliminates the risk of data loss or corruption
Possible data loss or corruption without migration experience
Data quality
Duplicates and errors accumulate over the years
Clean, structured data with no duplicates or errors
Duplicates and formatting errors migrate with the data
Business downtime during transition
—
Systems run in parallel with no process downtime
The old system is retired before the new one is ready
Timeline
—
Fixed timeline depending on scope
Depends on the internal team's workload
What does this look like in practice?
case №1
Excel Migration
Situation: the client database had been kept in Excel for 6 years and contained over 3,400 records. Before migrating to Spiro, the data needed to be checked for integrity and cleared of errors and duplicates.
Solution: we audited and normalized the data: removed 847 duplicates, corrected errors, and migrated the data to Spiro while preserving the accounts receivable history.
Result: a single database with unique contacts: accurate client and accounts receivable data. Quick Process Automation was also implemented in parallel for payment control.
case №2
System Integration
Situation: the accounting system wasn't synced with Spiro. Invoice and payment data was transferred manually, leading to discrepancies.
Solution: a two-way API integration between the accounting system and Spiro: automatic syncing of contacts, invoices, and payments, with monitoring and error alerts.
Result: data syncs between systems automatically, with no manual intervention.
case №3
Legacy Modernization
Situation: the company was using an outdated ticket-tracking system that was no longer supported and ran unreliably.
Solution: reverse-engineered the business logic, transferred the functions to Spiro, and modernized the processes. The old and new systems ran in parallel during the migration period to verify data transfer accuracy.
Result: 8 years of historical data was migrated with no loss. The company now runs on a modern system, accessible from both browser and mobile devices.
How does the migration process work?
step 1
Technical analysis
We analyze your infrastructure: systems, data to be transferred or synced, and technical constraints. For Excel Migration, we assess file structure; for System Integration, API availability and capabilities; for Legacy Modernization, we reverse-engineer the current system.
step 2
Data preparation and cleanup
For Excel Migration and Legacy Modernization, we clean the data before transfer: removing duplicates, fixing formats, and filling in required fields. We provide a report on issues found and changes made. For System Integration, we design the data exchange schema and sync rules.
step 3
Transfer or integration setup
We transfer the data to Spiro or set up two-way synchronization. We test the solution on real data, checking all record types and transfer scenarios. For Legacy Modernization, we launch both systems running in parallel.
step 4
Verification and handover
We verify that all data has been transferred correctly: performing spot checks against the source, checking relationships between records, and testing sync scenarios. We hand over the technical documentation. For Legacy Modernization, we retire the old system once the full transition is confirmed.
Frequently Asked Questions
Can data be lost during migration?
No, if the migration is set up correctly. We don't delete data from the source system until the transfer has been fully verified. For Legacy Modernization, the old and new systems run in parallel until the migration is confirmed correct. After that, the old system is retired, and the source data is kept as an archive.
What if our system doesn't have an API?
Does the company need to stop operating during the transition to the new system?
Is Integration & Migration included in the cost of Quick Process or Suite?
What if data quality issues are found during migration?
Planning a transition to a new system?
We'll go over your situation on a free 30-minute call: identify the right scenario and estimate the scope of work and preliminary cost.