Data Migration Services: Move Your Business Data Safely
Changing software is risky when years of customers, bills, stock and emails must move with you. We plan, clean, move and check your data so the new system starts with correct numbers on day one.
What are data migration services and how do you migrate data safely?
Data migration services move business data such as customers, products, invoices, stock, emails and files from an old system to a new one. Safe migration follows clear steps: audit the old data, map fields, clean errors and duplicates, run test moves, compare totals and reports, then do a final move with a backup and a rollback plan.
Key takeaways
- Data migration moves records from old software, Excel or email to a new system.
- Clean data before moving it, not after.
- Field mapping and test runs catch errors early.
- Match totals and reports between old and new systems before switching.
- Always keep a full backup and a rollback plan.
- Cost depends on data size, sources, quality and complexity.
What are data migration services?
Data migration services are the planning, cleaning, moving and checking of business data when you change software, servers or cloud providers. The aim is simple: the new system must show the same correct data as the old one, in the new format.
In Indian businesses, data often lives in many places: Tally, old billing software, Excel sheets, a basic CRM, email inboxes and phone contacts. When you move to a new CRM, ERP or custom software, all of this has to come together cleanly.
Migration is usually one part of a bigger project such as legacy software modernization or a move to the cloud. It is also the part most likely to go wrong if rushed.
Types of data migration we handle
We handle software data, database, email, file and cloud migrations. Many projects include more than one type.
| Type | Example | Main risk |
|---|---|---|
| Application data | Old billing software or Excel to a new CRM or ERP | Wrong field mapping, lost history |
| Database | Old MySQL, SQL Server or Access to a new database | Broken links between tables |
| cPanel, Zoho or Gmail to Google Workspace or Microsoft 365 | Missing folders or attachments | |
| Files | Office file server or personal drives to SharePoint or shared drives | Wrong access rights |
| Cloud and server | Local server or old host to AWS or another cloud | Downtime during the move |
| Website and store | Old site or store platform to a new one | Lost URLs, orders and customer accounts |
For email moves, see our Google Workspace setup and Microsoft 365 setup pages.
How we migrate data safely, step by step
We follow an eight-step method with at least one full test run before the real move. Nothing is switched off until the numbers match.
- 1
Audit the source
We list every data source, table and file, check size and quality, and note special rules like old invoice series.
- 2
Decide what to move
We agree which records move, which stay archived and how many years of history are needed.
- 3
Map fields
We match each old field to a new field, and plan how to convert formats like dates, phone numbers and GST numbers.
- 4
Clean the data
We remove duplicates, fix wrong codes, fill missing values and standardise names.
- 5
Test migration
We move a copy into a test system and check record counts, totals and sample records.
- 6
User check
Your team checks key customers, items and balances in the test system and confirms they are correct.
- 7
Final migration
We take a full backup, freeze changes in the old system for a short window, then move the final data.
- 8
Verify and support
We compare reports, fix any gaps and support users in the first weeks.
Why is data cleaning important before migration?
Moving dirty data into a new system just moves the same problems to a new place. Cleaning first makes reports correct and the new system easier to use.
Common data problems we fix
- Same customer saved many times with different spellings
- Phone numbers with and without +91, spaces or dashes
- Wrong or missing GSTIN, PAN and state codes
- Item names that differ across branches
- Dates saved as text in Excel
- Old, inactive records mixed with live ones
- Opening balances that do not match accounts
We share a cleaning report so you decide which records to merge, fix or archive. Clean data is also the base for useful dashboards and data analytics later.
How do you check that no data is lost?
We compare record counts, money totals and sample records between the old and new systems. The migration is only complete when these checks pass and your team signs off.
| Check | What we compare |
|---|---|
| Record counts | Number of customers, items, invoices, leads and emails |
| Money totals | Sales, receipts, outstanding and stock value by period |
| Sample records | Random customers and invoices checked field by field |
| Links | Invoices still linked to the right customers and items |
| Attachments | Documents and images open correctly |
| User reports | Key reports your team uses every week |
How long does data migration take?
A small move, like one Excel file to a CRM, can take a few days. A full move from old billing and stock software with years of history can take a few weeks, mostly for cleaning and checks.
The actual switch is usually short and planned for a weekend or a quiet day. The time before it, used for audit, mapping, cleaning and test runs, is what makes the switch smooth.
What speeds up a migration
- Full admin access to old software and databases
- One person from your side who knows the data well
- Quick decisions on which old records to keep
- Agreed freeze window when no new entries are made in the old system
Data migration checklist for business owners
Use this checklist before you approve any migration plan, whether we do the work or another team does. If an item is missing, ask about it before the move starts.
- Every data source is listed, including side Excel sheets
- There is a written field map from old to new
- Someone has decided how many years of history to move
- Duplicates and wrong codes have a cleaning plan
- At least one test run is planned with real data
- Accounts will confirm balances and outstanding amounts
- A full backup is taken before the final move
- There is a rollback plan if something goes wrong
- Old data stays available in read-only form
- Staff training is planned for the first day on the new system
This list also helps you compare quotes. A low quote that skips cleaning, test runs or checks can cost far more later in wrong reports and lost customer history.
What affects the cost of data migration?
Cost depends on how many sources you have, how much data there is, how clean it is and how different the old and new systems are. You get a clear quote after a free call.
- Number of data sources and formats
- Number of records, years of history and attachments
- Quality of data and cleaning needed
- Access to the old system (database access vs only screen exports)
- Complexity of rules like taxes, schemes and opening balances
- Number of test runs and user checks
- Downtime limits and weekend work
Do this
- Back up everything before starting
- Archive very old data instead of moving it
- Test with real data, not dummy data
- Get sign-off from accounts on balances
Avoid this
- Copy-pasting data by hand
- Switching off the old system on day one
- Moving data without a field map
- Skipping checks to save time
Is your data safe during migration?
Yes. We use secure transfer, limited access and backups at every step. Your data is used only for the migration and is not shared with anyone.
- Encrypted transfer over secure connections
- Access only for named team members working on your project
- Data kept in your own cloud or server where possible
- Temporary copies deleted after sign-off
- Full backup before every major step
SI Company is powered by Shivah Web Tech, with 11+ years of experience, a 25+ in-house team and 500+ projects, working from Mohali, Punjab for businesses across India. After migration, we can keep your new system healthy with software maintenance and support.
Related Pages
Legacy Modernization
Upgrade old, slow or unsupported software without stopping work.
CRM Solutions
Custom and ready-made CRM setup to track every lead and customer.
Cloud Solutions
Cloud servers, storage, email and backups set up the right way.
Data & Analytics
Dashboards and reports that show your real business numbers.
Frequently Asked Questions
How much do data migration services cost in India?
The cost depends on the number of data sources, the amount of data and history, how clean it is, access to the old system and how different the new system is. Moving one Excel sheet costs far less than moving years of billing and stock data. You get a clear quote after a free call.
Can you migrate data from Tally to a new CRM or ERP?
Yes. We export masters like customers and items, plus transactions and balances, from Tally in a usable format. Then we map and clean them for the new system and match totals with Tally reports before switching. The exact method depends on your Tally version and setup.
Can I move my Excel data into a CRM?
Yes. This is one of the most common migrations. We clean the sheets, remove duplicates, fix phone numbers and fields, and import leads, customers and follow-up history into the CRM. Your team then works from one system instead of many sheets.
How do I make sure no data is lost during migration?
Take a full backup first, run at least one test migration, and compare record counts, money totals and sample records between the old and new systems. Only switch when your team confirms the data is correct. Keep a read-only copy of the old data for lookup.
Will my business stop during data migration?
Usually not. Most work happens in the background on copies of the data. The final switch needs a short freeze on new entries in the old system, which we plan for a weekend or quiet time. After that, staff start working in the new system.
What if the old software does not allow data export?
We often find another way, such as reading the database directly, using report exports or using the software's backup files. If the vendor is still active, we may request an export. In hard cases, some data can be moved from printed or PDF reports, but this takes more time.
Should we move all old data or only recent data?
Not always all of it. Many businesses move live customers, items, open balances and a few years of transactions, and keep older records in a read-only archive. This keeps the new system fast and clean while old records stay available for audits.
Do you sign an NDA for data migration projects?
Yes. We can sign a non-disclosure agreement before we get access to your data. We also limit access to named team members and delete temporary copies after the project is signed off.
Talk to our team today
Call or WhatsApp +91 76588 80958. We reply fast, Monday to Friday.