Switching From Kaseya Quote Manager, QuoteWerks or Word and Excel: What Moves Over and What Doesn't
Most MSPs that look at a new quoting tool already have one: Kaseya Quote Manager, QuoteWerks, ConnectWise CPQ, or a Word template and an Excel sheet that have grown over the years. The worry is rarely the new tool. It is what happens to everything in the old one. Here is what moves over to Salesbuildr, what doesn't, and how to run the switch without a gap in quoting.
What Comes Over Without Migration
Clients, contacts and opportunities don't need migrating, because they come from your PSA. Salesbuildr keeps Autotask, ConnectWise PSA or HaloPSA as the source of truth and syncs companies, contacts and opportunities both ways. Whatever your old quoting tool knew about your clients, your PSA knew first.
What We Bring Over With You
- Your catalog. Salesbuildr imports your catalog, and services and labour can come in from your PSA. Distributor products come from live feeds instead of the price lists you maintained by hand.
- Your proposal. Bring the quotes you send today. In onboarding we set up your first templates on your branding, and our team converts your templates while you work.
- Your distributors. List the distributors you buy from. Most require you to apply for feed access; we can request the credentials on your behalf.
What You Rebuild, and Why That Is Worth It
Some things are better rebuilt than copied:
- Bundles and packages. Rebuild them as Salesbuildr bundles, which quote as one line while your PSA gets every component. If you used Autotask Service Bundles, note that they don't sync, so this step is needed either way.
- Client-specific prices. Put them in pricing books, which take priority over catalog prices. It is a good moment to check which of those agreements are still valid.
- Categories. Your PSA mapping is built on them. Our post on setting up your catalog covers the decisions.
Open Quotes and Quote History
The simplest approach: let open quotes finish in the old tool, and start every new quote in Salesbuildr from a fixed date. Quotes have an expiry date, so the overlap ends by itself. Keep read access to the old tool, or export your quote history as PDFs, for the occasional "what did we quote them last year?". The accepted work is already in your PSA.
If you have quotes that need to move across, raise it on your demo and we'll look at them with you.
Run Both Tools Side by Side
You don't have to cancel your current tool on day one. Salesbuildr runs alongside your current process while you set up, so you switch when your team is ready. A typical sequence:
- Connect your PSA and distributors, and set up your first template in the first onboarding call.
- Build real quotes in Salesbuildr during the testing week, while the old tool stays available.
- Pick the date from which every new quote starts in Salesbuildr.
- Cancel the old tool once its last open quotes are closed.
PGH Networks did it that way: "We drew a line in the sand and said all new quotes start here. Within a week, we were out of questions and didn't miss our old system." (Bill Weisser, CIO and co-owner.)
Before You Decide
Compare the tools on what you quote every week, not on feature lists. Our MSP quoting software comparison lines up Salesbuildr, Zomentum, QuoteWerks, Quoter, ScopeStack, ITQuoter, ConnectWise CPQ and Kaseya Quote Manager from public pages, and the MSP quoting software guide covers what to look for.