Keap to Growee: switch checklist

Everything expensive about a switch is a date you missed or an automation you forgot was running.

• Write down your Keap renewal date and whether you are on a monthly or an annual contract — annual contracts carry a $299 early-termination fee if you cancel before the term ends (as of August 2026, per keap.com/pricing).
• List everyone with a Keap login and what each of them actually uses it for.
• List every automation that sends something to a customer. Those are the ones you must not break.
• Pick one owner for the migration and one date you intend to be fully switched over.

Export first, while you still have a paid login and full access.

• Contacts to CSV — name, email, phone, company, owner, tags, lifecycle stage.
• Companies and organizations to CSV, with the link back to their contacts.
• Your pipeline stages and their order (a screenshot is enough).
• Open quotes, unpaid invoices and anything on recurring billing.
• The copy of any email or text sequence you want to reuse.
• Email history or notes you are required to keep for tax or compliance reasons.

Importing into an empty workspace with the wrong stages means importing twice.

• Create the workspace and invite the people from step 01 — it is free for up to 3 people, then €2 per person per month. The CRM itself is free up to 100 leads, then €49 per month for unlimited leads.
• Set roles and permissions before any data lands.
• Add company details, tax and VAT numbers, and your invoice branding.
• Recreate your pipeline stages so they match the export from step 02.
• Recreate your lead sources and lost reasons, so your reporting stays comparable.

A migration that nobody spot-checks is a migration nobody trusts.

• Import the contacts CSV and map each column to a Growee field.
• Import companies, then confirm contacts are linked to the right ones.
• Spot-check ten records against Keap: owner, tags, email, phone, stage.
• Rebuild the customer-facing automations first, then the internal ones.
• Assign owners so no lead lands in an unassigned bucket.

This is the part Keap trials do not let you test, so give it a full cycle.

• Recreate open invoices and any recurring billing schedules.
• Add the bank details and payment instructions that appear on your invoices.
• Check tax rates, currency and invoice numbering before you send the first one.
• Send one real invoice end to end and confirm it arrives and reconciles.
• Point expenses at the right clients and projects so revenue and cost sit together.

One month of overlap costs less than one lost customer.

• Freeze Keap: stop starting new sequences there and send everything from Growee.
• Watch one full round of follow-ups and one full invoicing run.
• Ask the team what they still open Keap for, and fix those gaps.
• Compare last month's numbers in both tools before you trust the new reports.

Cancel on your date, not on renewal day.

• Take a final export of everything: contacts, invoices, email history, files.
• Check the renewal date from step 01 and cancel with time to spare.
• Confirm the cancellation in writing and keep the confirmation.
• Remove Keap logins, API keys and any Zapier connections still pointing at it.

Notes