Moving to B2B Agency Live AI from another platform
What comes across, how to bring it in, what you rebuild, and how to test before you move a live client. Written for businesses and agencies leaving another CRM or marketing platform. Last reviewed October 27, 2026.
The short answer
- Contacts and deals come across from a CSV export. Upload your old platform's contacts export and opportunities export as they are. Common column names are recognised, opt-outs are kept, and nothing you already have is overwritten.
- Workflows are rebuilt, not imported. No platform can read another platform's workflow files. Our Workflows builder has templates and the same kinds of triggers and actions most CRMs use, so most sequences are rebuilt in minutes.
- History stays as an archive. Past conversations, call recordings, old email and text logs, and workflow run history are not imported. Keep your old export files.
- Connections are set up fresh. You connect your own Stripe account, texting account and domain here.
What comes across, item by item
| Item | Status | How |
|---|---|---|
| Contacts | Supported now | CRM › Contacts › Import: upload a CSV or paste rows. Read: name (or first and last name), email, phone or mobile, company or business name, tags, source, date created, notes, and the old platform's contact id. Up to 5,000 contacts per account. |
| Custom fields | Supported with setup | Create the fields first in CRM › Settings (text, number, date, dropdown, checkbox). A CSV column with the same name fills the field. After an import you see which columns were not brought in. |
| Opt-outs and do-not-contact | Supported now | Each contact has three opt-outs: do not contact (nothing at all), no emails and no texts. A DND, do not contact or opt out column turns on do not contact; email opt-out or unsubscribed columns turn on no emails; SMS or text opt-out columns turn on no texts. An import never turns one off. Workflows, AI agents and email campaigns respect them per channel: someone who unsubscribed from email can still get texts, and someone who replied STOP can still get emails. |
| Duplicates | Supported now | Each row is matched by email, then phone, then old contact id. A match is only filled in: values already there are never overwritten, and blank cells never clear anything. Re-importing a corrected file does not create doubles. |
| Deals (opportunities) | Supported now | CRM › Deals › Import: title or opportunity name, value, pipeline, stage, status (open, won, lost, abandoned), source, close date, notes and deal custom fields. Deals link to contacts by email, phone or old contact id. Up to 2,000 per import and 3,000 per account. |
| Pipelines and stages | Supported with setup | Create them in CRM › Settings, or start from a pipeline template. Imported deals land in the pipeline and stage with the same name. |
| Email subscribers | Supported now | Email marketing › Contacts: paste addresses or upload a CSV. |
| Tasks | Supported now | CRM › Tasks › Import CSV: title, due date and time, notes and done, linked to contacts by email, phone or old contact id. The same task for the same person and date is not added twice. Up to 2,000 per import. |
| Appointments | Supported now | Set up services, staff and hours in Online booking first. Then Bring appointments over: upload a CSV of upcoming appointments (date and time, service, staff, customer name, email, phone, duration, notes). Services and staff are matched by name; nothing is added twice; customers get the usual reminder the day before but no new confirmation. Past and cancelled appointments are not imported. Calendar sync with Google, Apple or Outlook. |
| Workflows | Rebuild | Workflows builder with templates (see below). There is no import of another platform's workflow files. |
| Email templates | Rebuild | Paste your text into a campaign, or let Write with AI draft it. Templates for newsletter, sale, new product, event and personal note are built in. |
| Texting and phone numbers | Connect your own | Texts go through your own Twilio account (US numbers need A2P 10DLC registration). Number porting is done with Twilio, not with us. |
| Websites | Rebuild or host | The AI builds a new site from one sentence. A site you already have as files can be hosted with Website hosting ($4.99 a month). |
| Payments | Connect your own | Connect your own Stripe account. Subscriptions billed by your old platform stay there until you move them. |
| Conversations, call recordings, past email and text logs, workflow history, attribution history | Not imported | Keep your old platform's export files as an archive. |
| Bulk API | Not available | There is no public API for bulk contact work today. Workflows can receive data from other tools with the Inbound Webhook trigger and send data out with the Webhook action. |
Workflows: what you can rebuild
Triggers: Contact Created, Contact Changed, Contact Tag, Contact DND, Birthday Reminder, Custom Date Reminder, Note Added, Task Added, Task Reminder, Task Completed, Form Submitted, Email Events, Inbound Webhook, Scheduler, Customer Booked Appointment, Appointment Status, Opportunity Created, Pipeline Stage Changed, Opportunity Status Changed, Stale Opportunities, Order Submitted, Payment Received, Invoice and Customer Replied.
Actions: Send Email, Send SMS, Send Internal Notification, Send Review Request, Add or Remove Contact Tag, Update Contact Field, Enable/Disable DND, Add Note, Add Task, Create/Update Opportunity, Remove Opportunity, Webhook, If/Else, Wait, Goal Event, Split (A/B), Go To, Add to Workflow, Remove from Workflow and Math Operation.
- Settings for re-entry, sending hours, time zone (daylight saving time is handled) and sender.
- Goal Event stops a contact when they reach a goal, such as booking or paying. Remove from Workflow takes them out of another workflow.
- Enrollment history and a step-by-step log for every run, with times and errors.
- Test runs a workflow for one contact: every email goes to you and waits are skipped. Publish when it's right.
- If an email, text, notification or webhook step fails for a passing reason (the service is busy or the other app is down), it is tried again after 5 minutes, 30 minutes and 2 hours. If it still fails, it is logged as failed and the workflow carries on with the next step. Errors that waiting won't fix, such as an opted-out contact or a used-up monthly email limit, are logged straight away.
- People in the middle of a sequence on your old platform don't keep their place. Finish or stop the old sequence, tag those contacts, and start them in the new workflow with a Contact Tag trigger or Add to Workflow.
- AI agents (Sell & grow › AI agents) are set up fresh, with their own read and write permissions, approvals and daily limits.
A safe way to move
- Export contacts and opportunities as CSV from your old platform. Keep its other exports as your archive.
- Prepare: create your custom fields, pipelines and stages in CRM › Settings, with the same names as the export columns and stages.
- Test with a small file of 25 to 100 contacts. Agencies on Pro or Max can do this in a spare client account. The result shows how many were added, updated and skipped, rows that failed and why, and columns not brought in.
- Check a few contacts, tags, opt-outs and deals. Imported contacts carry the "import" tag plus any tag you add, so you can filter them and delete them in bulk to start again.
- Import everything, then deals, open tasks and upcoming appointments.
- Rebuild workflows from the templates, test each one, then publish.
- Connect Stripe, Twilio and your domain, and test a booking, an order and a form.
- Switch over: turn off the old sequences before publishing the new ones, so nobody gets both.
Agencies with client accounts
- Every client has an account of its own (Pro: 10 clients, Max: 50). Contacts, deals, workflows and messages stay separate.
- Pick the client at the top of the page, then import. The import goes into that client's account only.
- Copy setup copies the business profile, CRM pipelines and custom fields, workflows (as drafts), booking setup, menu and email settings from one account to another. It never copies contacts, deals, orders or sent emails.
- Snapshots save a proven setup (also funnels, AI agents and a website) and load it into any client later.
- On Max, clients can sign in to their own account under your brand, and you can sell them your own plans.
Getting your data out again
Plans & Billing › Download all my data gives one zip: spreadsheets (CSV) of contacts, deals, tasks, email list and orders; data files (JSON) of workflows, AI agents and their memory, funnels, campaigns, invoices, bookings, texting conversations and settings; every website's files, ready to host anywhere; and links to your AI images, videos, music and voice-overs. Links can expire, so save the files you want to keep. The download works any time, including after a plan ends; data is kept for at least 90 days after a plan ends. Inside a client account the download is that client's data.
Limits to know
- 5,000 contacts, 3,000 deals and 3,000 tasks per account.
- Emails a month: Starter 2,500, Builder 10,000, Pro 25,000, Max 60,000. Texts are paid to your Twilio account.
- Emails are sent by us with your business name, reply-to address, mailing address and one-click unsubscribe. Sending from your own email domain is not offered yet.
- AI features use your plan's monthly AI credits.
Questions
Ask in the workspace (the Ask button), or write to support@b2bagencyliveai.com with a sample of your export (no passwords or private customer data), and we'll help with your first import.