Switching from Pipedrive
Move your sales data with a plan you can check.
Export your Pipedrive records, map them to Heffl and validate a small batch before moving the team. This checklist explains what file imports cover and what needs separate review.
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1. Keep a complete source backup
Ask an authorized Pipedrive user to export the records the team needs. Export permissions and record visibility affect what you can retrieve. Use Pipedrive’s export instructions and keep untouched copies of the original files.
Record counts by entity, pipeline and deal status. List your currencies, owners, stages, required custom fields, open activities and integrations. Store this inventory beside the backup so you have a reference for validation.
2. Map the data before importing
| Pipedrive data | Heffl destination | What to check |
|---|---|---|
| People | Contacts | Names, email addresses, phone formats and company relationships. Deduplicate first. |
| Organizations | Companies | Company names and any required fields. Test name matching before importing related deals. |
| Leads | Leads | Required fields, source and custom-field formats. Confirm the destination template. |
| Deals | Deals | Title and client are required. Map value, expected close date and stage; choose the destination pipeline. |
| Custom fields | Configured destination fields | Create matching fields first. Verify date, number and option values in the import preview. |
| Notes and activities | Review separately | The deal importer supports mapped notes, but does not promise full timestamped history or an automatic activity conversion. |
| Emails and attachments | Separate mailbox / archive review | Reconnect a supported mailbox. Confirm sync coverage and keep an archive of files that do not transfer. |
| Automations and integrations | Rebuild and test | Recreate triggers, actions, permissions and connections. They do not move through a CRM CSV. |
Heffl’s import screen provides destination templates. Use those templates as the final field specification. Owners, currencies, won/lost state and relationship history need explicit validation; do not assume an export recreates them automatically.
3. Test a small, representative batch
Configure your pipeline stages and custom fields, then import a small set of companies and contacts before related leads and deals. Include a record with a custom field, a duplicate name, a non-default currency and a missing optional value.
- Compare source and destination counts, deal values and stage placement.
- Open linked records and check the company/contact relationships.
- Verify date formats, notes and custom fields rather than relying only on a success message.
- Resolve failed rows and duplicates before importing the remaining records.
Keep a list of imported records and agree a cleanup method before repeating a batch. A second import can create duplicates; do not use repeated imports as a substitute for validation.
4. Cut over after the workflow passes
- Agree a final export time and pause conflicting edits during the move.
- Import the remaining records and reconcile the totals.
- Connect mailboxes, review access permissions and rebuild required automations.
- Have each salesperson open a deal, find the customer thread and review a reply.
- Keep the original backup and access to required history until the team signs off.
Ask support about your migration scope before switching if your workflow depends on attachments, historical activities or complex relationships. Then use the sales pipeline checklist to make the next action clear.
See the workflow before you switch.
Connect a supported mailbox, try a small set of contacts and deals, and review your first reply. Use your trial to decide whether Heffl fits how your team sells.
The details, without the detour.
Need help choosing a setup for your team? Ask us.
Is there a one-click Pipedrive importer?
No dedicated Pipedrive connector is offered here. This guide uses Pipedrive exports and Heffl’s file importers. Test your field mapping and relationships before moving the full dataset.
Will all my emails and activities transfer?
Do not assume they will. CRM file imports do not recreate a full mailbox or Pipedrive activity history. Reconnect your supported mailbox separately, confirm the available sync window, and retain an export of history you need.
Can I ask for help planning the move?
Yes. Contact Heffl support to discuss your entities, record counts, custom fields and required history before importing. Agree the supported scope before committing to a cutover.
