CRM & Portals
Replace the spreadsheet, or the CRM nobody uses, with one built around what your team actually does.
Superstack replaces CRMs for owners paying per seat for software the team abandoned, and for teams whose spreadsheet has become the business. We treat CRM replacement as a plan, not a leap: audit, clean, move, build only what you use, run both side by side, then cancel.
paying for software nobody opens
an outgrown CRM replaced in order
We find the parts your team uses, build those, and move the data across clean. The steps are the same whether you replace spreadsheet CRM tracking or migrate from HubSpot to custom CRM software.
01 of 8
We sit with the people who use your CRM for a normal day: which screens open, which fields get filled, which reports matter. If your reps only open the pipeline and notes, we build that first and leave the rest behind.
02 of 8
We export everything the old system gives up: contacts, deals, notes, emails, files and the fields someone invented. Then we clean it. Dead contacts get archived, free-text fields become proper ones, and your office manager signs off before it moves.
03 of 8
The same customer exists several times: once from the website form, once as a phone lead and once with a typo. We match on email, phone and address, merge them, and keep every note. Your team reviews only the borderline matches.
04 of 8
The new CRM holds only what the audit found in daily use. Where the spreadsheet had a colour code for urgent jobs, the CRM has an urgent flag that sorts the list. Reps see one pipeline, not a menu of unused modules.
05 of 8
For two weeks both systems run: reps work in the new CRM beside the old one, and we compare them to catch anything the import missed. Cutover is an afternoon. The old logins go off once every open deal is confirmed.
06 of 8
Training happens on your data, not a demo. Each rep opens their own deals in the new system with someone beside them for the first morning. We write a one-page guide and stay on call through the first month end.
07 of 8
Every link the old CRM had moves to the new one before cutover: Your accounting software for invoices and payment status, the website enquiry form, email and calendar. We test each with a live record, so the first enquiry lands in the right place.
08 of 8
The last step is the one people forget. We list every subscription, add-on and per-user licence tied to the old system, confirm the final export sits somewhere you control, and cancel them in order. Payback starts the month the invoices stop.
The audit and the field map are conversations with your team, and nothing starts until you agree the list. Cleaning is mostly automated, and your office manager decides the doubtful matches. We build, then import a full copy to check. Then two weeks of both systems. You pick the cutover date. We do the cancelling.
Every CRM migration NZ businesses bring us starts with an export: HubSpot, Pipedrive, Salesforce, Zoho, Monday, Excel or Google Sheets. Then we reconnect your accounting software so invoices and payments flow as before, point website forms at the new CRM, and sync email and calendars.
Any system with an API connects. Click a logo to visit them.
Xero
MYOB
Stripe
Google Workspace
Microsoft 365
Twilio
Shopify
HubSpotAI is optional in a migration, and many need none. It helps when old data is messy in ways a rule cannot catch. See how we use AI and how it fits business process automation.
Spot one customer entered two ways and suggest the merge.
Turn years of free text into fields such as lead source.
A short summary on each big account, not a decade of notes.
The office works in the web app: pipeline, customer records, quotes and the reports the old system never produced. Admin screens let your manager add fields and stages later.
Field staff get the mobile app for the parts they did on paper: looking up a customer, logging a visit. The spreadsheet never worked on a phone. This does.
Customers notice this first if the old CRM had no login: quotes, invoices and history from the one database the web and mobile apps share. The migration ends with an upgrade.
Any business that has outgrown a spreadsheet or a subscription CRM:
A builder moving off a shared spreadsheet and sticky notes into one record.
ServicesCleaning or security firms replacing a CRM that never understood sites and contracts.
DistributionSales teams leaving a per-seat CRM whose price outgrew the headcount.
Professional servicesAccountants and consultants moving client history out of a generic CRM.
Quickest start
We migrate your data into our existing CRM module, configured with your stages and fields: the quickest route off a spreadsheet.
Most common
We combine CRM, quoting, jobs or a portal into one platform, retiring the tools bolted on around the old CRM.
Fully bespoke
A bespoke CRM for a process no subscription ever fitted, which is usually why the old one got abandoned.
No. Every contact, deal, note, email and file the old system can export comes across, and we keep a full archive of the raw export. The only records left behind are ones you choose, such as contacts nobody has spoken to in years, and even those stay in a searchable archive.
No. The parallel run means the new CRM is already live before cutover. On the day, we freeze the old system, import the last few days of changes, check them, and switch the website forms and integrations across. Your team keeps working in the new CRM throughout. The old system goes quiet.
It depends on how much data you have, how messy it is and how many integrations need reconnecting, so we give you a dated plan after the audit, not a guess. The build is rarely the slow part. Cleaning the data and running both systems side by side take most of the calendar.
Add up what the old setup costs: per-seat fees for everyone with a login, paid add-ons and the hours of double entry. Set that against the one-off build plus hosting and support, and we show the crossover point in the proposal. Replacing Salesforce for small business teams usually shows the widest gap, because enterprise pricing never fitted.
Yes. If the team loves its quoting tool, we keep it and connect it to the new CRM, so the replacement covers only the parts that hurt. The audit marks each tool keep, replace or retire, and our CRM integration services wire the keepers in. Fewer moving parts at cutover is a good thing.
The old system stays readable after cutover, so nothing is lost while we fix an issue. We are on call through the first weeks, and most problems are a field mapped to the wrong place. For anything bigger, the parallel run means we know what changed and put it right without a rollback.
Built around the way you work.
Your business shouldn't have to fit someone else's software. Tell us how your business works. We'll show you what Superstack can build around it.
Send us an export of your current CRM or spreadsheet. We'll come back with a migration plan and a payback estimate.
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