Migration by Otto Roper

Building a SaaS Stack from Scratch in 2026

Why Teams Make This Switch and What to Expect

Teams often decide to build a new SaaS stack from scratch when their existing tools no longer meet their evolving business needs, such as scalability, integration capabilities, or advanced analytics. Switching can also be driven by the need for a more unified platform that consolidates multiple services into a single solution, reducing the complexity of managing disparate tools. This migration process can be transformative, but it requires careful planning and execution. The primary expectations include streamlined workflows, enhanced data accessibility, and improved performance. However, teams should anticipate challenges such as data loss, integration issues, and potential downtime during the transition. The goal is to minimize these risks through meticulous preparation and execution.

Getting Your Data Out of Existing Tools

Before migrating to a new SaaS stack, extracting data from existing tools is critical. Each tool typically offers specific methods to export data:

CRM Data Export

For CRM systems like Salesforce, you can use the Data Export feature:
  1. Navigate to Setup in Salesforce.
  2. Select Data Management, then Data Export.
  3. Select the data sets to export, such as Contacts, Leads, or Opportunities.
  4. Click Export and download the CSV or ZIP file.
For more advanced data exports, consider using Salesforce's Data Loader, which allows for bulk operations and more granular control over the export process.

Email Marketing Data Export

For email marketing tools like Mailchimp:
  1. Navigate to the Audience section in Mailchimp.
  2. Select Export Audience and choose the list to export.
  3. Select the fields to export and click Export.
  4. Download the CSV file.
Mailchimp also supports API exports, which can be useful for automating the process or handling large datasets. Use the Mailchimp API to authenticate with OAuth tokens and request data through endpoints like `/lists/{list_id}/members`.

API Data Export

For more complex data structures, using APIs is essential:
  1. Use the API endpoint for data retrieval, such as the GET method.
  2. Authenticate using API keys or OAuth tokens.
  3. Specify the data model and fields to export in the API request.
  4. Process the JSON or XML response and save the data.
For example, if using an API like the Stripe API, you would authenticate with a secret key and use the `/customers` endpoint to retrieve customer data. Ensure you handle pagination and rate limits appropriately to avoid partial data exports.

Importing and Reconfiguring in the New Tool

Once the data is extracted, the next step is importing and configuring it in the new SaaS stack. This involves several steps:

CRM Data Import

For a new CRM like HubSpot HubSpot:
  1. Navigate to Contacts in HubSpot.
  2. Select Import and choose the file format (CSV).
  3. Map the fields from the exported CSV to the corresponding HubSpot fields.
  4. Click Import to upload and process the data.
HubSpot also supports API imports, which can be useful for automating the process or handling large datasets. Use the HubSpot API to authenticate with OAuth tokens and request data through endpoints like `/contacts/v1/contact/`.

Email Marketing Data Import

For an email marketing tool like ActiveCampaign ActiveCampaign:
  1. Navigate to Contacts in ActiveCampaign.
  2. Select Import and choose the file format (CSV).
  3. Map the fields from the exported CSV to the corresponding ActiveCampaign fields.
  4. Click Import to upload and process the data.
ActiveCampaign also supports API imports, which can be useful for automating the process or handling large datasets. Use the ActiveCampaign API to authenticate with OAuth tokens and request data through endpoints like `/contact/sync`.

API Data Import

For more advanced configurations:
  1. Use the API endpoint for data import, such as the POST method.
  2. Authenticate using API keys or OAuth tokens.
  3. Specify the data model and fields to import in the API request.
  4. Process the response to ensure successful import.
For example, if using an API like the Zendesk API, you would authenticate with a token and use the `/users` endpoint to import user data. Ensure you handle rate limits and error responses to avoid partial data imports.

What Commonly Breaks and Exact Fixes

During the migration process, several issues can arise, impacting the transition's success. Common problems include data loss, integration failures, and workflow disruptions.

Data Loss

Data loss can occur if the export and import processes are not handled carefully. Ensure that the data types and formats match between the old and new systems. Use validation checks to verify that all data has been successfully imported. For example, after importing data into a new CRM, run a validation script to compare the exported and imported data. If discrepancies are found, investigate the specific records to identify the cause, such as mismatched data types or missing fields.

Integration Failures

Integrations between different tools can break if the APIs are not configured correctly. Check the API documentation for the new tool to ensure that all required fields and endpoints are correctly mapped. Use tools like Postman for testing API endpoints and validating responses. For instance, if integrating Salesforce with a new marketing automation tool, use Postman to test the API endpoints and ensure that all required fields are being sent and received correctly. If integration fails, check the API documentation for any required fields that may have been missed or incorrectly formatted.

Workflow Disruptions

Workflows can break if the new tool does not support the same automation rules as the old system. Review the workflows in the old system and recreate them in the new tool, ensuring that all triggers and actions are correctly configured. Use the new tool's workflow builder to map out and test the new processes. For example, if migrating from a legacy CRM to a new CRM like Pipedrive Pipedrive, review all workflows in the old CRM and recreate them in Pipedrive's workflow builder. Test each workflow to ensure that all triggers and actions are functioning as expected.

Realistic Timeline with Milestones

Migrating to a new SaaS stack is a complex process that requires careful planning and execution. Here is a realistic timeline with key milestones:

Planning Phase (2-4 weeks)

During the planning phase, conduct a thorough audit of your current tools to identify critical data and workflows. This audit should include a detailed inventory of data types, data volumes, and workflow dependencies. Use this information to select the new SaaS stack and tools that best meet your needs.

Data Extraction Phase (1-2 weeks)

During the data extraction phase, use APIs and export features to extract data from existing tools. Validate the exported data to ensure completeness and accuracy. Use data validation tools like Excel or CSV validation scripts to check for missing or incorrect data.

Data Import Phase (1-2 weeks)

During the data import phase, use APIs and import features to import data into the new SaaS stack. Validate the imported data to ensure it matches the exported data. Use data validation tools like Excel or CSV validation scripts to check for missing or incorrect data. Reconfigure workflows and automations in the new tools to ensure they function as expected.

Testing Phase (1-2 weeks)

During the testing phase, test the new workflows and automations to ensure they function correctly. Validate data integrity and completeness using data validation tools. Conduct user testing and gather feedback to identify any issues or areas for improvement.

Go-Live Phase (1-2 weeks)

During the go-live phase, complete final data imports and configurations. Train users on the new tools and workflows using training materials like user guides and training videos. Monitor the system for any issues and provide support to users as needed.

Post-Live Phase (1-2 weeks)

During the post-live phase, continue monitoring the system for any issues. Address any remaining issues and provide ongoing support to users. Optimize workflows and automations based on user feedback to ensure the new SaaS stack is meeting your needs. By following this guide, teams can successfully build a new SaaS stack from scratch in 2026, ensuring a smooth transition and maximizing the benefits of the new tools.