Migrate from Apptivo to Thawly

Move your lost opportunities from Apptivo to Thawly in 10 minutes. Apptivo is a modular all-in-one business suite — its CRM module holds Opportunities records that you can filter and export through the standard list view.

What you need#

• An Apptivo user with Export Opportunities permission. Default Admin and Sales Manager roles include it; sales-rep roles often have it too on the Premium, Ultimate and Enterprise plans. The Lite plan supports export with smaller volume caps.
• A modern browser. No Apptivo API key, no app-builder customisation.
• About 10 minutes.

If your admin has restricted export, ask them to flip the Export permission for your role under Settings → Security → Privileges. Apptivo's per-app privilege model is granular — make sure they enable export specifically on the Opportunities app.

Step-by-step extraction#

1. Log in to Apptivo at apptivo.com.
2. From the top nav, click the Opportunities app icon. [Screenshot: Apptivo top nav app launcher with Opportunities highlighted]
3. In the saved-views dropdown (top-left of the list), choose + Create View. Build the view with these criteria:
   • Status → Closed Lost (or your custom lost-status names — Apptivo lets admins customise these per pipeline).
   • Sales Pipeline → your sales pipeline.
   • Optionally Closing Date → Last 3 years.
4. Add the columns you need from the column-picker. Tick at minimum: Opportunity Name, Customer (the linked customer record), Estimated Revenue, Closing Date, Lost Reason (or your custom field), Description, plus any custom fields. [Screenshot: Apptivo Opportunities list with column picker and view editor]
5. Save the view as Lost deals for Thawly so you can re-run it.
6. With the filtered list visible, click the More Actions menu top-right of the list and choose Export → Export to CSV.
7. In the export dialogue, confirm the format is CSV and pick All filtered rows. Apptivo generates the file and downloads it directly to your browser. For larger exports, the file lands under Settings → Data → Export History.
8. Open the CSV in Excel or Google Sheets to sanity-check the row count before uploading.

Field mapping#

Thawly's importer auto-maps any reasonable header. For reference:

• Customer → name (used for Companies House matching — Apptivo's "Customer" is the parent account record)
• Estimated Revenue → deal_value (GBP — Apptivo also has Actual Revenue on closed opportunities; either works)
• Closing Date → lost_date
• Lost Reason → lost_reason
• Custom Competitor field → lost_to
• Description + custom long-text note fields → notes

If your Apptivo setup doesn't link opportunities to Customer records consistently and your team puts the company name on the Opportunity Name itself (e.g. Tewkesbury Group Ltd — Q3 expansion), Thawly will use Opportunity Name and run Companies House matching on it.

What to do with the Notes column#

Don't pre-clean. Apptivo stores opportunity notes in the Description field plus a related Notes module. Paste the raw Description straight in. Thawly's AI summarises long activity logs and extracts structured signals (objection type, decision-maker title, competitor name, budget threshold) on its own.

If you want to bring across the related Notes module entries (separate from the Description field), the cleanest workflow is to set up an Apptivo workflow rule that copies the most recent note body into a custom long-text field on the opportunity. For most teams, the Description field alone is enough.

Common gotchas#

• Duplicate companies. Apptivo allows multiple opportunities against the same Customer (Pendle Civils Ltd lost twice in 2025). Thawly de-duplicates on lower-cased company name on import, so duplicates in the CSV are safe.
• Currency mismatches. Apptivo supports multi-currency on the Estimated Revenue field. The exported value is in the opportunity's local currency. Filter to Currency = GBP before exporting, or post-process the CSV in Excel to drop non-GBP rows.
• Multi-pipeline issues. Apptivo lets you set up multiple sales pipelines per workspace. Filter on Sales Pipeline = your sales pipeline rather than relying on status names — statuses are reused across pipelines.
• Stale "won" or "open" deals. Status = Closed Lost is the safe filter. Don't rely on a stage filter alone — Apptivo lets a deal sit in any stage with status still Open. Sanity-check the Closing Date column has a value on every export row.
• App-customisation drift. Apptivo's app-builder lets admins rename or replace standard fields with custom equivalents. Your tenant might have c_lost_reason instead of Lost Reason, or gbp_amount instead of Estimated Revenue. Sanity-check the CSV column headers before uploading — Thawly's auto-mapper handles most variations, but custom prefixes occasionally need manual mapping on the preview screen.

What happens next#

Drop the CSV at thawly.co.uk/upload. We auto-map the columns, run a Companies House lookup on every Customer name and show you a per-row preview before importing.

After import, monitoring runs on the next signal-source pass. The first digest only lands when there's a real signal — see Reading your digest.

Coming from a different CRM?#

• Migrate from SugarCRM — similar customisable enterprise CRM with a comparable export workflow.
• Migrate from Zoho CRM — another modular all-in-one alternative for teams who outgrow Apptivo.
• Migrate from a spreadsheet — if you've already cleaned the data in Excel.

For the bigger picture, read Dead deal recovery and Buying signals in B2B sales.