CRM migration for wedding videographers

What comes over in a CRM migration

Hailo turns your old tool's export into clients, leads, invoices and payments. Couples with money on record land as booked clients, the rest as leads, and you can move a card either way before anything is written. Old inquiry dates are kept, so a two-year-old lead does not crowd your active pipeline.

Signed contracts and quotes can come too. Drop them as PDFs or images and Hailo rebuilds the proposal and deliverables for that couple. Where a jobs list carries a total and a balance on each row, the review shows each couple's real money rather than zero, and those invoices then sit with the rest of your invoicing and payments.

Wherever your export includes them, these fields come across:

• Both partners' names, emails, phone numbers and mailing address
• Wedding date, ceremony and reception venues, venue address and guest count
• Status, pipeline stage and the date the couple first inquired
• Contract total, what has been collected and what is still owed
• Invoice numbers, dates, due dates, tax and totals, and each payment with its method and date

Two routes in, depending on your old tool

Five tools have a ready-made import that already knows their export columns: Pixieset Studio Manager, Studio Ninja, Dubsado, Bloom and Aisle Planner. A Spreadsheet / Other card takes any CSV from Google Sheets, Excel, Numbers, Airtable or Notion, and Hailo has its own templates if you would rather fill a sheet in by hand.

Everything else goes through a mapping step you confirm: Táve (now VSCO Workspace), HubSpot, HoneyBook, 17hats, Pixifi, Iris Works, Sprout Studio, ShootQ and Vidlead Studio. Hailo proposes which column is which and shows the match in a grid, one dropdown per column. Change any that look wrong and the preview rebuilds. On both routes, every number in the preview comes from your rows, never from a guess.

Each tool's page lists the exact export clicks and the files to bring, which takes the guesswork out of CRM data migration. Every drop zone accepts CSV, Excel, PDF and images.

Check everything before it is written

A CRM migration tool should let you look before anything moves. Click Have Hailo sort it and nothing lands yet: the preview totals the clients, leads, invoices and payments the import will create, and lists any rows it had to skip, with a download so you can fix them and bring them in on their own.

In the setup wizard, each couple also has a pencil for date, total, collected so far and deliverables, and a short round of questions fills in whatever your export left out.

Imported clients arrive with automation paused, so no couple gets a payment reminder or a questionnaire the day you move in. Resume them all at once, or one at a time, when the records look right. From there they live in your lead pipeline and client records like any other couple. Running an import again is safe: nothing is written twice.

What will not come over

Every tool's page has a fold called What won't come over, and it is worth reading before you cancel anything. The usual gaps:

• Wedding date, venue, package or stage, when a contacts export does not carry them. Add them in the review questions or on the couple's page.
• Open balances, when a report only lists invoices paid in full.
• Custom fields and questionnaire answers, which most tools leave out of their exports.
• Anything behind an owner login. A limited role usually gets a stripped file, so export as the account owner.

After the import

None of those gaps stop the import. They tell you what to check under Clients, Leads and Invoices, along with duplicates from tools that export each partner as a separate contact. Once the couples are in, the rest of switching to Hailo is your brand kit and your inquiry form.