A load that runs without errors can still be wrong: contacts on the wrong account, dates reset to the load day, statuses spelled three ways. These are the rules we follow on every Salesforce load, so what lands in your org matches what you had, and your reports still add up.
900+ integrations completed · Salesforce partner · We sign BAAs
The order we hold to
What comes over, what gets archived, and who owns old records
Target fields and objects built, data cleaned and mapped
Sandbox load checked by your team, then production, then a side-by-side check
Every Salesforce load tool does the same job: it takes rows and writes records. What goes wrong is upstream. A field that does not exist yet, a value the picklist will not take, a parent that was loaded after its children. Best practice is mostly about the order of decisions.
So we start with the target. Fields, record types, picklist values and any custom objects exist in Salesforce before the data arrives. Salesforce can be changed in any way, so data that has no natural home gets one, built for it, instead of being pushed into a notes field.
Then every record gets its old system ID, every picklist value gets a mapped value, and every owner and created date gets a rule. Once those are written down and signed off, the load is the predictable part.
What's included
A custom field marked External ID holds each record's ID from the old system. Child rows point to their parent by that ID, so links are built by the load itself, and an upsert on it means a second run updates instead of duplicating.
An old CRM, an EMR and a phone system each get their own ID field, so two systems that both use "1001" cannot collide.
Every distinct source value listed and matched to a Salesforce value. Restricted picklists reject unknown values; unrestricted ones accept them and split your reports. Both are handled before the load.
Web forms, chat and integrations send the same values Salesforce holds, so lead conversion does not fail on a value that only exists on the form.
Records stay with people who have left, as inactive users, or move to a current owner with the original name kept. The rule is written per object.
Original dates set on insert, or held in an "Original Created Date/Time" field, so aging and trend reports stay true.
Merged before the load, and duplicate rules on phone and email set up so new ones are caught after it.
Attachments loaded as Salesforce Files, which count against file storage, not data storage.
Flows, triggers, validation rules and connected apps that would fire on old records are turned off for the load and back on after, with a check that they work.
Counts by object, sample records side by side, and key reports compared with the old system. See the full Salesforce data migration checklist.
Every system we connect to Salesforce, in one list
CallRail and CallTrackingMetrics native integrations, with recordings and AI call summaries on the lead
Gravity Forms, Jotform and Typeform fills create leads with tracking attached
LiveChat, SnapEngage, Tawk.to and Avochato conversations saved to the lead
Kipu and Sunwave: admissions in Salesforce, clinical in the EMR, kept in step
CollaborateMD, AdvancedMD and HiLite, with insurance payments on the patient
Stripe, PayTrace and PayPal payments recorded on the opportunity
Google Ads, Microsoft Ads, Meta and TikTok leads in, offline conversions out
ActiveCampaign lists and automations that follow Salesforce
Open other systems from the Salesforce record with SSO
Salesforce data in Google Sheets, BigQuery and Looker Studio
No app for it? We build the connection with Apex and the APIs
Book a free call. We look at your sources and your Salesforce org, point out where a load would go wrong, and tell you how we would run it. No obligation.
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How it works
Your sources, your objects and the questions that need a decision, like owners and created dates.
Priced by project, not by the hour. You approve before we start.
The mapping sheet signed off, the target built, and a sandbox load you check.
Production loaded with automations paused, checked against the source, automations back on.
Working with us
US and overnight hours
Our teams cover all hours, so work keeps moving after your day ends.
AI agents in the workflow
We use AI agents in development and content creation, on a HIPAA-compliant Claude Enterprise license, so builds move faster.
900+ integrations completed
We have done this before, and it shows in how we plan and test.
Free call first
Honest advice before any work starts, even if you never hire us.
Keep the old system ID on every record in an External ID field. It links related records, makes reloads safe and lets anyone trace a record back to its source.
Yes. IDs from two systems can overlap, so each source gets its own field, named for that source.
On a restricted picklist the row fails. On an unrestricted picklist the value goes in but sits off the list. We map every value first, merging old values that mean the same thing.
Before. Merging duplicates and fixing formats in the source files is far easier than fixing them record by record in Salesforce.
Yes. Our mapping sheet template is described on the Salesforce data migration template page, and we walk you through it on a free call.
By project, not by the hour. The first call is free, and you get a project quote after it.
