Explore Gratona by fundraising goal
Do not accept a CRM migration because the import finished.
Use Gratona's free, provider-neutral Excel workbook to make data, money, workflows, access, recovery, and sign-off verifiable before your organization accepts a new nonprofit CRM.
No email gate · Editable .xlsx file · Reviewed 2026-08-16
62
acceptance controls
6
working sheets
0
email forms
The new CRM must reproduce operating truth
An upload result proves that rows were processed. It does not prove that people, relationships, gifts, recurring support, consent, reports, permissions, files, or staff work arrived correctly. The workbook turns those questions into owned controls with evidence and decisions.
One completed import is not one completed migration
Accept only when the required controls have named owners, linked evidence, reviewed results, and an explicit approve, conditional approve, or reject decision. A conditional control still needs a written applicability decision.
One working file for the whole acceptance path
Acceptance Checklist
Assign owners, required evidence, status, risk, notes, and an explicit decision across 62 migration controls.
Field Mapping
Replace 25 provider-neutral starter rows with approved source-to-target fields, transformations, defaults, and code maps.
Reconciliation
Compare 18 starter metrics for records, gifts, balances, schedules, codes, files, and unresolved exceptions.
UAT and Sign-Off
Run 24 representative fundraising, reporting, permission, integration, recovery, and daily-work scenarios.
Cutover and Recovery
Record the freeze, final import, payment decision, rollback triggers, recoverable archive, monitoring, and later review.
Source Notes
Keep the reference trail visible and recheck current provider documentation before relying on export or payment behavior.
Make the go-live decision harder to fake
- 1
The operating record reconciles
Counts, money, relationships, dates, codes, files, and exceptions agree with approved source evidence at the right level of detail.
- 2
Fundraising work succeeds
Representative staff can find context, enter and adjust gifts, report, segment, communicate, steward, and complete daily work without hidden repair.
- 3
Access and connected systems work
Roles, forms, payments, accounting, email, exports, integrations, retries, and failure visibility behave as the written scope requires.
- 4
Recovery is proven
Original exports remain immutable and retrievable, rollback triggers are measurable, and the team can restore the evidence needed to investigate a bad result.
- 5
Each workstream decides
Data, finance, fundraising, integrations, security, and executive owners approve, conditionally approve, or reject with the remaining risk visible.
Keep sensitive data out of the workbook
Use synthetic or de-identified samples. Store exports in an approved secure location, limit access, and link to protected evidence instead of copying donor, payment, credential, or confidential note data into open cells.
Recheck provider behavior before cutover
Export fields, permissions, payment transfers, file access, APIs, and support terms change. Verify current provider documentation and get payment or credential continuity in writing before relying on any migration plan.
Use the template without creating new risk
Is the nonprofit CRM migration workbook free?+
Yes. The Excel workbook is a direct, ungated download. You can adapt it for your organization and use it with any CRM provider or migration partner.
What does the workbook include?+
It includes 62 acceptance controls, 25 field-mapping starter rows, 18 reconciliation metrics with formula-driven results, 24 user-acceptance scenarios, status and decision fields, evidence links, and source notes.
Does a successful import mean the migration is complete?+
No. A file can import successfully while relationships, financial definitions, payment continuity, permissions, reports, files, or daily workflows are wrong. Acceptance requires evidence across the work your organization depends on.
Can this template move recurring payment credentials?+
No. The workbook helps govern the decision and evidence. Active payment credentials and recurring schedules may depend on processor-specific rules and cannot be treated like ordinary CSV fields. Confirm the current transfer path directly with the providers involved.
Should real donor data go in the workbook?+
Avoid placing sensitive donor or payment data in a planning workbook. Use synthetic or de-identified samples, store working files in an approved secure location, restrict access, and link to protected evidence rather than copying it into open cells.
Bring the evidence to your migration review
Use the workbook with any provider, or bring representative files and unresolved controls to Gratona. We will review what can be supported and put the migration scope in writing.
Moving from Bloomerang? Use the Bloomerang-specific exit guide.
Leaving Salesforce NPSP? Map the Salesforce-specific decision path.
Leaving Raiser's Edge NXT? Reconcile both Blackbaud views.