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  2. Migration guide

Migration guide

Move your work, time and billing into Pike

Seven steps from export to first month-end, with an owner and a pass check on each. Budget four to six weeks. Our team runs the imports with you on every plan.

Three ways to bring data in

Direct import

Harvest, Toggl Track, Clockify, Deltek WorkBook, Deltek Ajera

Connect, click Import data. Pike imports clients, projects, tasks, members and time history in dependency order. With daily sync on, one team switches while the rest keep logging in the old tool.

Harvest import

CSV templates

Asana, Jira, Monday, Linear, ClickUp, Productive, Scoro, spreadsheets

Export, map columns to the Pike template per entity, import customers, projects, members, then tasks and time. Pike reports bad rows with line numbers.

CSV import

Keep accounting and CRM connected

QuickBooks, Xero, e-conomic, Fortnox, Business Central, HubSpot, Pipedrive

Pike imports customers and invoice history from your books and syncs changes every 3 hours after the first import.

How sync works

The plan

Seven steps, week by week

Each step has an owner and a pass check. A week of slip is fine. A skipped check means finance reconciles two systems again at month-end.

  1. Week 1

    Migration owner, finance

    1

    1Week 1 · Migration owner, finance

    Freeze scope and export

    Set the cutover date. On the CSV route, export before anyone edits the old tool.

    • Cutover on a Friday outside quarter-end and client launches.
    • History cutoff: current financial year plus every open project. Archive older years as CSV outside Pike.
    • Export customers, projects, tasks, users, time, invoices and rates. Keep raw files untouched in one folder.
    exports / rawdo not edit
    • customers.csvraw
    • projects.csvraw
    • tasks.csvraw
    • time-entries.csvraw
    • invoices.csvraw
    Cutover: Friday, week 5

    Done when: Raw exports in one folder, cutover date on the calendar, an owner per integration.

  2. Week 1 to 2

    Operations lead

    2

    2Week 1 to 2 · Operations lead

    Clean the data before it reaches Pike

    On direct import, Pike imports whatever the old tool holds, so merge and fill in there. On the CSV route, clean the exported files.

    • One customer per billing entity, with a customer number.
    • Every open project gets a type (fixed fee or T&M), a budget and a bill rate. A blank rate shows zero margin in Pike.
    • Every member has the email they will sign in with. Pike matches people by email.
    customers.csvbefore / after
    • Acme
    • ACME Ltd
    • Acme retainer

    Acme

    C-104 · T&M · 1,250/h

    Done when: No duplicate customers. Every open project has type, budget and rate.

  3. Week 2

    Workspace admin

    3

    3Week 2 · Workspace admin

    Build the workspace shell

    Invite admins and leads first. Everyone else joins once customers, projects and templates exist.

    • Teams, roles, deal statuses, labels, one or two project templates.
    • Cost profile for everyone who logs billable time. Pike calculates profit on the Finance tab from it.
    • Connect accounting and run Import data. Pike imports customers and invoices from the ledger.
    Workspace setup
    • Teams and roles
    • Templates and labels
    • Cost profiles12 of 12
    • Accounting connected
    • Invite everyoneweek 4

    Done when: A lead sees rates on a test project. Finance sees the same customer list as the ledger.

  4. Week 2 to 3

    Workspace admin

    4

    4Week 2 to 3 · Workspace admin

    Load in dependency order

    Customers, then projects, then members, then tasks, time and deals. Direct import runs in this order. On CSV, Pike reports a missing reference with its line number.

    • Direct: Read on for every entity, Import data, watch the stepper. Retry anything in Sync issues.
    • CSV: download each template first. Keys are customer number, project number and email. Re-upload fixed rows. Pike matches on the key and updates the record.
    • Spot check three projects: budget, rate, last month's hours, newest assignee.
    Import datain order
    • Customers48
    • Projects112
    • Members19
    • Tasks1,430
    • Time entries
    • Deals

    Done when: Customer, project, member and last-month hour counts match the old tool.

  5. Week 3 to 4

    Delivery lead, finance

    5

    5Week 3 to 4 · Delivery lead, finance

    One team on both tools for a sprint

    A live client project with an invoice due. If finance never opens Pike here, the hard part is untested.

    • Pilot team logs time in Pike only. Everyone else stays in the old tool with daily sync on.
    • Finance approves the pilot team's time in Time admin and sends one invoice from a Pike project.
    • A margin gap against the old report means a wrong rate or cost profile. Fix that and Pike recalculates.

    Old tool

    Rest of team

    logs as before

    daily sync

    Pike

    Pilot team

    approved, invoiced

    Done when: One invoice sent from Pike. Approved time matches timesheets. Pilot lead signs off.

  6. Week 4 to 5

    Migration owner

    6

    6Week 4 to 5 · Migration owner

    Cutover weekend

    Close the old tool Friday evening. Everyone opens Pike Monday morning.

    • Friday: last timesheets submitted and approved in the old tool. Final import or Sync now.
    • Old tool to read-only, or lowest seat count with edit rights removed. Daily sync off.
    • Monday: one pinned message with three links. Log time, find tasks, who to ask. 30 minute walkthrough at 10:00, recorded.

    Fri

    Approve. Sync. Read-only.

    Sat, Sun

    Rest.

    Mon

    All in Pike. Demo at 10:00.

    Done when: Time admin shows every active member by Monday afternoon. Old tool shows nothing after Friday.

  7. Week 5 to 8

    Finance

    7

    7Week 5 to 8 · Finance

    First month-end in Pike

    Finished when finance closes a month without opening the old tool.

    • Approve all time, invoice every billable project from Pike, send to accounting.
    • Write the baseline comparison: days to invoice, unbilled hours at close, margin by project.
    • Cancel the old subscription once first invoices are paid and the archive has two owners.
    Baselinebefore / Pike
    Days to invoice
    Unbilled hours at close
    Margin by project

    Done when: Month closed in Pike. Old tool cancelled. Baseline comparison written.

By source tool

What Pike imports and what you rebuild

Know in week one which fields you type by hand.

Harvest

Direct

Pike imports: Clients, projects with fee type, budget and rates, tasks, users, time with billable and billed flags, invoices read-only, Forecast as allocations.

You rebuild: Expense categories, invoice templates.

Toggl Track

Direct

Pike imports: Clients, projects, tags as labels, users, time with billable flag.

You rebuild: Tasks, budgets, bill rates. Pike shows margin only with rates.

Clockify

Direct

Pike imports: Clients, projects, tasks, users, time with billable flag.

You rebuild: Budgets, bill rates, cost profiles.

Deltek WorkBook, Ajera

Direct

Pike imports: Customers, jobs with billing type, budget and rates, tasks or phases, employees, time with invoiced status, invoices read-only, bookings as allocations.

You rebuild: Approval flows, report layouts.

Asana, Jira, Monday, Linear, ClickUp

CSV

Pike imports: Projects and tasks: title, description, status, assignee email, dates.

You rebuild: Customers, rates, budgets, time history from wherever it lived.

Productive, Scoro, Teamwork, Kantata

CSV

Pike imports: Customers, projects, tasks, time, deals through the entity templates.

You rebuild: Rate cards. Keep invoice history in accounting and connect that instead.

Spreadsheets

CSV

Pike imports: Whatever columns you keep, once headers match the template.

You rebuild: Nothing. Normalise names across tabs first.

Coming fromPathPike importsYou rebuild
HarvestDirectClients, projects with fee type, budget and rates, tasks, users, time with billable and billed flags, invoices read-only, Forecast as allocations.Expense categories, invoice templates.
Toggl TrackDirectClients, projects, tags as labels, users, time with billable flag.Tasks, budgets, bill rates. Pike shows margin only with rates.
ClockifyDirectClients, projects, tasks, users, time with billable flag.Budgets, bill rates, cost profiles.
Deltek WorkBook, AjeraDirectCustomers, jobs with billing type, budget and rates, tasks or phases, employees, time with invoiced status, invoices read-only, bookings as allocations.Approval flows, report layouts.
Asana, Jira, Monday, Linear, ClickUpCSVProjects and tasks: title, description, status, assignee email, dates.Customers, rates, budgets, time history from wherever it lived.
Productive, Scoro, Teamwork, KantataCSVCustomers, projects, tasks, time, deals through the entity templates.Rate cards. Keep invoice history in accounting and connect that instead.
SpreadsheetsCSVWhatever columns you keep, once headers match the template.Nothing. Normalise names across tabs first.

Watch for

Five mistakes that cost time

What breaks when teams rush the steps above.

Editing the old tool after a CSV export

The export is stale the moment someone merges a client in the old tool. Export once, then clean the files.

Inviting everyone on day one

No customers or templates yet, so people invent projects to log time against. Pike cannot show margin per client.

Skipping cost profiles

Revenue looks right, profit shows zero, leadership stops trusting the dashboard in week two.

Overlap with no end date

A long overlap with daily sync on feels safe. Half the team logs in both and finance reconciles by hand.

Cancelling before invoices clear

A client queries a pre-switch invoice and the answer is in the old tool. Read-only for a month is cheaper.

Stuck on one of these? Email hello@usepike.com with the step you are on. Migration support comes with every plan.

Support through the move and after it

Migration support comes with every plan: we map your exports, run the imports with you and check the counts before cutover. After go-live, hypercare until the first month-end closes in Pike. Then we hand over to your admins and stay close for as long as you use Pike. Email hello@usepike.com with your source tool and we will say which route fits.

  • Switch playbook
  • Pilot project setup
  • CSV templates and import order