Migrate from EngageBay to Thawly

Move your lost deals from EngageBay's CRM module to Thawly in 10 minutes. EngageBay is a marketing-plus-sales-plus-service all-in-one tool — its sales CRM holds Deals records that you can filter and export through the standard list view.

What you need#

• An EngageBay user with Export Deals permission. Default Admin and Sales Manager roles include it; sales-rep roles often have it too on the Growth, Pro and Enterprise plans. The free plan supports export with smaller volume caps.
• A modern browser. No EngageBay API key, no Zapier connector.
• About 10 minutes.

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

Step-by-step extraction#

1. Log in to EngageBay at app.engagebay.com.
2. From the top nav, click CRM → Deals. [Screenshot: EngageBay top nav with CRM → Deals selected]
3. Switch from kanban to List view using the toggle at the top of the page.
4. Apply filters from the filter panel:
   • Status → Lost.
   • Track (EngageBay's term for pipeline) → your sales track.
   • Optionally Closed Date → Last 3 years.
5. Add the columns you want visible by clicking the column-picker icon (top-right of the list). Tick at minimum: Deal Name, Company (the linked company record), Amount, Closed Date, Lost Reason (custom field), Description, plus any custom fields. [Screenshot: EngageBay Deals list view with column picker]
6. Save the filter as Lost deals for Thawly so you can re-run it.
7. With the filtered list visible, click the ⋯ (more actions) menu top-right of the list and choose Export.
8. In the export dialogue, confirm the format is CSV. EngageBay generates the file and emails you a download link, usually within a minute. For larger exports, the file lands under Account Settings → Data → Exports.
9. Download the CSV. Open it 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:

• Company → name (used for Companies House matching)
• Amount → deal_value (GBP)
• Closed Date → lost_date
• Lost Reason (custom field) → lost_reason
• Custom Competitor field → lost_to
• Description + custom long-text note fields → notes

EngageBay's data model attaches each Deal to a Contact and optionally to a Company record. For B2B, the Company is what Thawly wants. Make sure the Company column is populated on every row before exporting — EngageBay allows deals without a linked company, and those rows will need manual cleanup before Thawly can match them.

What to do with the Notes column#

Don't pre-clean. EngageBay stores deal notes in the Description field plus a related-list Notes entity. 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 your team uses EngageBay's Activity Timeline (call recordings, email threads, meeting notes), the relevant context isn't on the deal record by default. Add the Last Activity Summary column to your view — it concatenates the most recent timeline entry into a single cell.

Common gotchas#

• Duplicate companies. EngageBay allows multiple deals against the same Company (Ashbourne Holdings Ltd lost twice in 2024). Thawly de-duplicates on lower-cased company name on import, so duplicates in the CSV are safe.
• Currency mismatches. EngageBay supports multi-currency on the Amount field. The exported value is in the deal's local currency. Either filter to Currency = GBP before exporting, or post-process the CSV in Excel to drop non-GBP rows.
• Multi-track issues. EngageBay calls them Tracks rather than pipelines, but the principle holds — most teams have a sales track, a renewals track and a partner-handoff track. Filter on Track = your sales track rather than relying on stage names. Stages are reused across tracks.
• Stale "won" or "open" deals. Status = Lost is the safe filter. Don't rely on a stage filter alone — EngageBay lets a deal sit in any stage with status still Open. Sanity-check the Closed Date column has a value on every export row.
• Lost Reason isn't a default field. EngageBay doesn't ship with a Lost Reason field on Deals — most teams add it as a custom field. If your account doesn't have one, the CSV's lost_reason column will be blank. That's fine for Thawly's AI but the draft messages will be less specific. Adding a Lost Reason custom field to your Deal records (even with one-word values like price, competitor, timing) sharpens the output considerably.

What happens next#

Drop the CSV at thawly.co.uk/upload. We auto-map the columns, run a Companies House lookup on every Company 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 ActiveCampaign — similar marketing-plus-CRM platform with a comparable export pattern.
• Migrate from HubSpot — common landing place for teams who outgrow EngageBay's all-in-one.
• 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.