This help article applies to customers who are migrating to Chargify with the assistance of Chargify's Onboarding Team.
The 3 Phases of Data Migration
- Prepare Your Data in Chargify Smart Templates. Once there are no red errors in your Smart Template, this phase is complete.
- Chargify runs your Test Import(s), you fix any data errors, and confirm the results using these helpful tips. Once the result is confirmed, this phase is complete.
- Chargify runs your Live Import
Chargify Smart Templates
Smart Templates help validate your existing data, so it is compatible with Chargify. Make a copy to your own Google Drive Account. Do not delete columns, modify column names, or add new columns, unless specifically documented.
|Migration Type||Description||Templates & Samples|
|Standard Customers and Subscriptions||The standard import template. Best when your business model is: 1 customer, 1 subscription, with 1 optional payment profile.||Templates (1):
Create Subscriptions (standard)
|Advanced Customers and Subscriptions||Any customer/subscription migration scenario that falls outside the standard. Most commonly used for Customer Hierarchies and Subscription Groups. First, your customers are imported. Then, your subscriptions are imported.||Templates (2):
Create Customers (advanced)
Create Subscriptions (advanced)
|Catalog||Products, Product Price Points, Components, Component Price Points, and Coupons.|
Tips to Confirm Your Test Migration
Chargify will help you migrate the data in a Test Migration, and it is ultimately your responsibility to confirm the results, prior to the Live Migration. Below are some tips to help:
|Review Errors||Chargify will provide the successes and errors in your Smart Template. Successes will contain a link to the newly created object so you can review them. If you have many, pick some that are representative of the whole. For errors, the exact error message will be listed and are typically self explanatory.
|Compare Next Billing Amounts||
In your Smart Template results, compare the ChargifyNextRenewal to Your YourExpectedRenewal. Start by summing the columns individually and looking at the totals. If you know what the expected total should be, you can easily compare to the Chargify total. If it doesn't match, you can now find which one(s) do not match. Then, determine why using other methods in this Tips to Confirm Your Migration section. Typical reasons are: you missed data on a subscription, missed a coupon, assigned the wrong product, etc.
Note: If you use multicurrency, and use automatic exchange rates, keep in mind that the ChargifyNextRenewal value is the next renewal at the time of the subscription creation.
|Compare Next Billing Amounts via Exports||In your Chargify Site, go to Config on the left menu > Settings > CSV Exports and checkmark "Next Billing Amount".
Then, go to Billing on the left hand menu > Subscriptions and click Export. Allow time for this export to complete.
In the exported file, find the column named Estimated Renewal Amount. You can now use these values to compare to what you have in your current system. If you find discrepancies, view the record in Chargify and you can typically determine the cause.
|Compare the next billing amounts on a single subscription||When viewing a subscription, you can see the next billing amount and the next renewal date.
|Filter imported subscriptions for specific renewal dates||Go to Billing on the left hand menu > Subscriptions. Using the filter, "Period Ends" of "01/01/2022 to "01/31/2022" means "filter for Jan 2022 renewals". From there, view subscriptions, run exports, etc. Feel free to use any other filters as well.
|Preview the Next Invoice||If you need to examine a subscription's next billing, try viewing the proforma invoice. When viewing the subscription simply click "Preview Proforma". You'll now see a preview invoice, and can easily spot if it is correct, if it's not, and why.
- Can Chargify help me verify my data in test mode before the actual migration?
Yes, that is the intent. Think of it like this: errors are hiding in your data. Chargify Smart Templates are the first level of unlocking these hidden errors. As you fill out the template(s) with your data, errors will emerge, and you can fix them. Once there are no Smart Template errors, Chargify will perform a test import and help uncover the additional errors hiding in your data, and put those errors back in your Smart Template for your review. From there, you can use these Tips To Confirm Your Test Migration. The intent is for Chargify to help you uncover as many errors as possible, so you fix them. As a result, the live migration will be as smooth as possible.
- Can Chargify fill out the template(s) for me?
No, filling out the template is your responsibility. You know your data better than anyone, and therefore you should fill it out.
- My current state and country data only has full names, not ISO Codes. What should I do?
If you have "United States" instead of "US", and/or "California" instead of "CA", you can convert these in your Smart Template by hand. If you have too many too convert, Chargify will add automation to assist during the migration process. For example, if you have "Greece" as a country, the automation will attempt to find the proper ISO Code. If it can't, it will just use the original name "Greece". This helps with most countries and states/provinces, but is not guaranteed to support them all. If necessary, we can help you by running a test mode migration so you can know the result before the live migration.