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How a Mid-Sized B2B Firm Cut Salesforce Migration Time by 60% with Pivotal Leap

Client Overview

Payton White

Client Name: Systematic Housing LLC

Contact Person: Payton White, President

Industry: Housing & Property Management

Systematic Housing LLC needed to migrate from Salesforce Essentials to Salesforce Pro Suite, transferring hundreds of accounts, contacts, notes, files, and photos—without disrupting daily operations.

With Pivotal Leap’s migration expertise, the company successfully completed a 72-hour, zero-downtime migration, ensuring data accuracy, continuity, and a seamless user experience.

Key Results Achieved

100% successful data and file transfer

Zero downtime during business hours

Clean, validated, duplicate-free records

Smooth transition into Pro Suite environment

The organization was required by Salesforce to migrate all customer, sales, and service data to a new environment, but their existing tools and internal resources weren’t equipped to handle such a large, complex transition.

The entire migration process had to be done manually, making it slow, error-prone, and difficult to manage across multiple systems, departments, time-lines, and large volumes of mission-critical customer data.

Their internal team lacked Salesforce migration expertise, leading to repeated roadblocks and stalled progress throughout the project, causing delays, rework, and ongoing operational challenges for everyone involved.

There was a high risk of data integrity issues, such as missing records, broken links, or mis-matched relationships between objects, which could impact reporting accuracy, system reliability, and business continuity.

Migrating files and attachments tied to key records (like case histories and customer communications) added another layer of technical complexity, technical challenges .

Coordinating the migration without disrupting ongoing sales and service operations proved challenging, as even brief downtime could impact customer experience.

Challenge / Problem Statement

  • 01

    They needed to move from Salesforce Essentials to Pro Suite, a more robust environment.

  • 02

    Hundreds of accounts, contacts, case notes, files, and property photos had to be moved accurately.

  • 03

    There was a high risk of duplicates, broken links, or missing data during manual migration.

  • 04

    The staff relied on Salesforce throughout the workday, as migration had to happen without interrupting operations.

  • 05

    The internal team lacked the tools and expertise to execute a migration of this scale.

  • 06

    They had no unified way to track migration progress, increasing the risk of incomplete or inconsistent transfers.

Objectives / Client Priorities

Keep every note intact

Preserving the history of customer interactions.

Transfer all files, photos

And attachments without losing context

Prevent Data duplicacy

And data gaps in the new environment

Ensure smooth transition

Without slowing down or pausing daily operations.

The Solutions We Brought to the Table

  • End-to-End Salesforce data migration services

    Ensuring every record—from accounts and contacts to leads and cases—was accurately transferred.

  • Files & Attachments Migrated and Re-Linked

    All documents were reattached to the correct Salesforce records, ensuring no critical context was lost.

  • Streamlined and Manageable Migration Process

    We broke down the entire migration into clear, efficient steps to reduce manual effort and eliminate errors.

  • Best Practices for Data Mapping, Validation & Verification

    Implemented structured validation to ensure accuracy, consistency, and completeness post-migration.

  • Real-Time Support That Ensured a Smooth Transition

    Continuous collaboration helped resolve roadblocks quickly and ensured the migration was completed on time.

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Implementation Details

Used Salesforce Data Loader with Excel-based data cleansing and automated record linking.
Completed the full migration within 72 hours, ensuring a fast and controlled transition.
Extracted and securely backed up all Salesforce Essentials data before processing.
Cleaned and carefully formatted all records to align with the Pro Suite data model.
Migrated notes, files, attachments, and photos while preserving all relational links.
Conducted final validation with the client before production deployment to ensure accuracy.

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Results / Outcome

  • 100% of notes, files, attachments, and contacts were transferred successfully.
  • Zero downtime during business hours, ensuring uninterrupted operations.
  • Smooth, error-free transition from Essentials to Pro Suite.
  • Improved data consistency and reliability with a cleaner structure on the new platform.
  • Faster project turnaround, reducing internal workload and future migration risks.
  • Strengthened trust and confidence, leading the client to consider Pivotal Leap for future Salesforce initiatives.

Client Testimonial

Payton White
Payton White
Systematic Housing LLC
"We unexpectedly learned that Salesforce required us to manually transfer all of our current accounts, contacts, cases, leads, and opportunities from our old database into a new one. We were able to make some progress on my own before running into a wall, and that’s when we turned to Pivotal Leap.

Pivotal Leap was a tremendous help in guiding us through the data migration process. Their expertise made what initially felt overwhelming into a smooth and manageable transition. On top of that, the hourly rate was very affordable, especially considering the quality of support we received.

We would absolutely work with Pivotal Leap again in the future, and I strongly recommend them to any organisation needing help with Salesforce data transfers or similar projects."
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