Migrate from Capsule CRM to Thawly

Move your lost opportunities from Capsule CRM to Thawly in 10 minutes. Capsule is a UK-based lightweight CRM, which means the export workflow is refreshingly simple — a saved filter on the Opportunities module plus an Export to CSV action.

What you need#

• A Capsule CRM user with Export Opportunities permission. Default Admin and User roles include export on every paid plan (Starter, Growth, Advanced, Ultimate). The free plan also supports export.
• A modern browser. No Capsule API token, no integration setup.
• About 10 minutes.

If your admin has restricted export, ask them to flip the Export Records permission for your role under Account Settings → Users → Roles.

Step-by-step extraction#

1. Log in to Capsule CRM at my.capsulecrm.com. If you're a member of multiple workspaces, switch to the right one from the top-right dropdown.
2. From the top nav, click Sales Pipeline. [Screenshot: Capsule CRM top nav with Sales Pipeline tab]
3. Switch from kanban view to List view using the toggle at the top of the page. List view is the only one that exports cleanly.
4. Apply filters from the filter panel:
   • Status → Lost.
   • Milestone → exclude any milestones you don't want (Capsule's "milestone" is roughly equivalent to a stage in other CRMs).
   • Optionally Lost Date → In the last 3 years.
5. Add the columns you want visible by clicking the column-picker icon (top-right of the list). Tick at minimum: Opportunity Name, Party (the contact or organisation the opportunity is linked to), Value, Lost Date, Lost Reason, Description, plus any custom fields. [Screenshot: Capsule CRM opportunity list with column picker]
6. Save the filter — Capsule calls it a Saved List. Click Save list at the top and name it Lost deals for Thawly.
7. With the filtered list visible, click the ⋯ (more actions) menu top-right of the list and choose Export to CSV.
8. Capsule generates the file and downloads it directly to your browser (no email link needed for typical export sizes — large exports may use email).
9. 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:

• Party (when it's an Organisation) → name. If your Party is a Person, the linked Organisation column is what Thawly needs.
• Value → deal_value (GBP — Capsule is UK-default so this is usually already GBP)
• Lost Date → lost_date
• Lost Reason → lost_reason
• Custom Competitor field → lost_to
• Description + custom long-text note fields → notes

Capsule's data model attaches an opportunity either to a Person or to an Organisation. Most B2B teams attach to the Organisation, which is what Thawly wants. If your team attaches to People, make sure the Organisation column is included in the export — Capsule will fill in the linked organisation if there is one.

What to do with the Notes column#

Don't pre-clean. Capsule stores notes against opportunities in the Description field plus a separate Notes related list. 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 Notes related-list entries, the cleanest workflow is to use Capsule's Notes export (under Account Settings → Data → Export → Notes) and concatenate against the opportunity ID in Excel. For most teams, the Description field alone is enough — the related Notes are usually duplicative.

Common gotchas#

• Duplicate companies. Capsule allows multiple opportunities against the same Organisation (Marsden Ltd lost twice in 2024). Thawly de-duplicates on lower-cased company name on import, so duplicates in the CSV are safe.
• Currency mismatches. Capsule supports multi-currency on a per-opportunity basis. The Value column is in the opportunity's local currency. Either filter to Currency = GBP before exporting, or post-process to drop non-GBP rows. Capsule's UK heritage means most accounts are GBP-default anyway, but worth checking.
• Multi-pipeline issues. Capsule lets you define multiple pipelines per workspace. Filter on Pipeline = your sales pipeline rather than relying on milestone names — milestones are reused across pipelines, so a milestone-name filter can leak partner-deal "lost" rows into your export.
• Stale "won" or "open" deals. Status = Lost is the safe filter. Don't rely on milestone alone — a deal can sit at any milestone with Status still Open. Sanity-check that the Lost Date column has a value on every export row.
• Lost reason is free-text. Capsule's Lost Reason is a free-text field by default. That's fine for Thawly's AI — concrete reasons (price, competitor, internal build) produce sharper draft messages, but freeform comments work too.

What happens next#

Drop the CSV at thawly.co.uk/upload. We auto-map the columns, run a Companies House lookup on every Party/Organisation name and show you a per-row preview before importing. Capsule is UK-built so most company names match cleanly first time.

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

Coming from a different CRM?#

• Migrate from Insightly — similar lightweight-CRM export workflow.
• Migrate from Pipedrive — common landing place for teams who outgrow Capsule.
• 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.