How Capital Numbers Enables a Smooth Data Migration from SuiteCRM to Salesforce for a Healthtech Company

Business Need

Since the previously acquired company and our client were using two different CRM systems, there were high chances of data duplication and data loss. That’s why our client wanted to unify all the data into Salesforce. However, there were several challenges the client faced while migrating and unifying data:

Data Language Barrier

The acquired firm used to store the data in German, which signified that they served only a particular region. Since our client serves users globally, they store their data in English. This presented a significant barrier to effective data utilization.

Data Quality Issues

Numerous records in SuiteCRM were incomplete, with missing parent account values leading to circular dependency errors during the migration to Salesforce. Additionally, there were several fields, including email addresses and state names, which were either formatted incorrectly or contained invalid entries. These inconsistencies hindered the data migration process, as extensive data cleansing was required.

State Picklist Discrepancies

SuiteCRM allowed free-text entries for state and region fields, whereas Salesforce relied on predefined picklist values. Many of the states in the SuiteCRM dataset were not available in Salesforce’s system, which meant the client had to create custom picklist entries.

Contract PDF Migration

The company acquired by our client had stored numerous important contracts and documents in SuiteCRM. However, SuiteCRM’s bulk export functionality provided only filenames without the associated PDFs. This posed a critical challenge in preserving the organization’s historical records.

Structural Differences Between Systems

The data models used by SuiteCRM and Salesforce are entirely different. This meant that objects, relationships, and field types did not match directly. Without precise mapping, the client risks compromising the accuracy and integrity of their data.

Tight Deadlines

The entire data migration process had to be completed swiftly so that our client could operate efficiently on a single CRM platform.

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Results

Our solutions delivered tangible results, enabling our client to transition seamlessly to a unified CRM system. These were the results of our solution:

Enhanced Data Integrity

Automated workflows for manual processes, such as assigning contact roles and managing parent account hierarchies, reduced errors and enhanced productivity.

Centralized CRM Management

By integrating the acquired company’s data into Salesforce, our client now has a unified platform for managing accounts, contacts, opportunities, and contracts. This unification has eliminated data silos and improved collaboration.

Complete Document Retention

Every critical PDF and contract was successfully transferred and stored, preserving legal and operational continuity.

Enhanced Productivity

Automated workflows for manual processes like assigning contact roles and managing parent account hierarchies, reduced errors and enhanced productivity.

Future Scalability

We customized Salesforce to scale with our client’s business, supporting future acquisitions and operational expansions.

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Benefits

With Capital Numbers’ expertise, these were the benefits achieved by the client:

Accurate Data

With every data cleaned, translated, and validated, the client now works with a CRM that provides accurate reporting, forecasting, and strategic planning.

Seamless Access to Historical Records

The complete transfer of contracts and PDF files ensured uninterrupted access to vital business documents, supporting compliance and long-term client relationships.

Unified Workflows Across Teams

By consolidating both organizations’ data into Salesforce, employees can now view and manage all accounts and opportunities in one place. This has strengthened coordination between sales, operations, and support teams.

Scalable Foundation for Future Growth

The tailored Salesforce configuration was designed with flexibility in mind, enabling the company to onboard new business units or acquisitions without having to repeat the complexities of the migration process.

Conclusion

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