What is included
No setup fee. Standard data import included.
This policy covers assisted data imports when moving your business to KeystonePro. A standard import transfers reasonably organized, machine-readable business records into supported KeystonePro fields. It includes reviewing the files, agreeing on field mapping, routine formatting adjustments, importing the agreed records, and checking the results with you.
Routine adjustments include matching column names, standardizing date formats, and identifying missing required values or potential duplicates. Minor formatting issues alone do not make an import a paid project. Standard imports carry no separate import charge; your normal subscription charges still apply.
Agreeing the scope
Before work starts, we review your source system, a representative sample, the approximate record volume, and the history you want to retain. Please remove unnecessary personal information from samples. We then confirm the following in writing:
- The source files, business account, record types, and date range.
- Supported fields, relationships, and any attachments to transfer.
- How duplicates, existing records, and missing values will be handled.
- Any exclusions, preparation work, fees, and expected timing.
- The review steps and the person authorized to approve the import.
Records may include contacts, customers, service locations, leads, estimates, and job history, where the source export and KeystonePro support them. Inclusion is confirmed in your scope; listing a record type here does not guarantee that every field or source format can be transferred.
When a fee applies
Unusually large datasets or data requiring substantial cleanup may require a separate fee. We assess the work involved, including data volume, attachment size, organization, and conversion complexity. Examples include:
- Reconciling conflicting records across several systems or businesses.
- Extensive duplicate resolution, manual data entry, or rebuilding missing relationships.
- Extracting information from scans, handwritten records, or unstructured documents.
- Custom extraction or conversion work, or unusually large archives that need staged processing.
We explain the extra work and provide a written scope and price, or an agreed rate with a spending limit, before starting it. No additional import fee is charged without your written approval. If new issues change the estimate, we pause the affected work and seek approval for the revised scope and cost first.
You can decline the quote, narrow the scope, or prepare cleaner files for reassessment. Charges imposed by your former provider for exports or access are separate and are not included in KeystonePro’s import service. Any cancellation charges for approved custom work must be stated in that work’s written quote.
Preparing your data
- Provide an authorized export in the format we agree, such as CSV or a structured spreadsheet.
- Keep an unchanged backup of the original export and access to your source system until you have reviewed the results.
- Explain column meanings, record identifiers, date formats, currencies, and any known data issues.
- Identify records that must be excluded and preserve relevant marketing consent and opt-out information.
- Confirm that you have the rights and permissions needed to share and import the records.
You remain responsible for the accuracy and lawfulness of the source information. We can identify issues during review, but cannot verify every historical entry or reconstruct information that the source does not contain.
Import limitations
An import transfers agreed data. It does not automatically recreate the former system’s screens, reports, workflows, integrations, accounting reconciliations, or audit history. Attachments and links between records require accessible source files and supported destinations. We identify known limitations before you approve the scope.
Do not include passwords, API keys, full payment card details, card security codes, or bank login credentials. Payment methods and payment authorizations are outside a standard data import and require a separate, processor-approved process. Do not send government identity numbers, health records, or other sensitive information unless we have expressly agreed on its necessity and handling.
A completed import is a snapshot of the agreed source data. Ongoing synchronization and later changes in the former system are not automatically included. Any final update before switching systems must be part of the agreed scope.
Review and approval
We agree on the field mapping and handling rules with your authorized contact before applying the import. Where practical, we use a sample to review how the records will appear. Existing records are updated or merged only under the agreed rules; ambiguous matches are raised for review rather than guessed.
Importing historical records does not authorize customer messages, marketing campaigns, payment attempts, or account invitations. Any such activity requires separate instructions and the relevant permissions. An imported contact is not evidence of marketing consent.
Timing depends on complete files, source access, complexity, and your review. We confirm an expected schedule after assessing the scope and communicate material delays. Keep using your source system until the agreed handover point; an import request does not guarantee a particular completion date.
Completion and corrections
We provide a completion summary identifying the records processed, exceptions, and known omissions. Your authorized contact reviews representative records, important totals, and relationships against the agreed scope and confirms acceptance in writing. Silence alone does not count as acceptance.
Tell us promptly about discrepancies and provide examples so we can investigate. We correct errors caused by our import work within the agreed scope at no additional import charge. Corrections to inaccurate source data, new files, or changes to an approved mapping are assessed separately; any additional fee requires approval first.
If a correction or rerun could affect records edited after the import, we agree on how to protect those changes before proceeding. Do not assume an import can be undone with a single action. We do not delete or modify records in your former system as part of a standard import.
Privacy and data handling
You retain ownership of your data. We handle import files under your instructions and our Privacy Policy. Share only the data needed for the agreed scope, using the secure transfer method arranged with our team. Do not attach raw customer exports or credentials to a sales form or ordinary email.
Access to working files is limited to people and service providers who need it for the import and related support. Before transfer, we agree on how long temporary files are needed and how they will be removed when that work is complete. Legal retention requirements and backup retention are handled under the Privacy Policy. Imported account records follow the account’s normal retention arrangements.
Terms and contact
This policy supplements the Application Terms of Service for assisted imports. A separately agreed written import scope or signed agreement controls any specifically agreed exception. Updates to this policy do not change an already approved import scope or fee without your agreement.
To arrange an import or report an issue, use the support channel in your KeystonePro account or your onboarding contact. If you are evaluating KeystonePro, book a call to discuss your source system and import needs. Privacy requests can be sent to privacy@keystonepro.com.