Two to four weeks before
- Confirm your renewal date and notice period, and whether the plan is refundable.
- List everything that connects to the tool: integrations, Zapier/Make zaps, embedded links, email signatures, website widgets.
- Export everything: data (CSV/JSON), files, recordings, signed documents, audit logs. Store a copy outside both tools.
- Pick an owner and a cut-over date. Tell the team what changes and when.
Cut-over week
- Set up the new tool: users, permissions, SSO/2FA, templates.
- Import data, then spot-check 10 records end to end.
- Rebuild automations and integrations, then test them.
- Swap links: booking pages, forms, meeting links, support email forwarding.
- Run both tools in parallel for 1-2 weeks where it's practical.
After
- Downgrade or cancel the old tool before renewal. Keep a read-only or export copy if you'll need history (accounting, e-signatures).
- Remove the old tool's access tokens from other apps.
- Put the new tool's renewal date in the shared calendar.
- Check in with users after 30 days: what's missing?
Frequently asked questions
How long does a SaaS migration take for a small business?
Simple tools (forms, scheduling, passwords) take hours to a day. Chat, project management and CRM take one to two weeks. Accounting and email suites can take a month or more.
Should we run two tools at once?
Yes, briefly (1-2 weeks), for anything people use every day.