The next crossing / structural blue and stone

A software migration proposal from a cloud platform vendor to a firm leaving an on-premise system before its support ends. It covers what moves and how much, how the move works, two rehearsals and a tested way back, the team, an eight-week timeline, a similar customer’s result and three subscription plans with migration included.

Software Migration and Switching Proposal

<h1 style="font-family:Barlow Condensed;font-weight:800;line-height:1;text-align:left;color:#20364D"><span style="font-size:clamp(42px,10cqw,112px)">Software<br>migration</span></h1>
<p style="font-family:Inter;color:#20364D;text-align:left;font-size:18px;line-height:1.5">Proposal for {{CLIENT_COMPANY}}<br>by {{SELLER_COMPANY}}</p>

Overview

<h2 style="font-family:var(--proposal-font-heading);line-height:1.16;font-weight:600"><span style="font-size:clamp(28px,4.6cqw,52px)">Thank you for the time with your team</span></h2><p style="font-size:clamp(20px,2.1cqw,23px);line-height:1.5">You want to move projects, timesheets and billing to one cloud system before support for your current one ends in June 2027.</p>

<p>Hello {{CLIENT_NAME}},</p>
<p>Your 220 engineers log time in a project system that runs on a server in your Leeds office. The vendor stops support in June 2027, invoices are built in a separate spreadsheet each month, and project managers cannot see who is free next week without asking around.</p>
<p>We would move everything that matters into our platform: open projects, clients, rates, timesheets back to January 2024 and closed projects as a read-only archive. You rehearse the move twice on a copy before anything changes, and the switch happens over a weekend with a tested way back.</p>
<p>Migration is included in every option below. You choose the subscription.</p>
<p><strong>{{SELLER_NAME}}</strong><br>Account executive, {{SELLER_COMPANY}}</p>

Introduction

<h2 style="font-family:var(--proposal-font-heading);line-height:1.16;font-weight:600"><span style="font-size:clamp(28px,4.6cqw,52px)">What moves, and how much of it</span></h2><p style="font-size:clamp(20px,2.1cqw,23px);line-height:1.5">Counted from a read-only export of your current system on 14 October.</p>

Hours spent each month getting invoices out

What moves

<h2 style="font-family:var(--proposal-font-heading);line-height:1.16;font-weight:600"><span style="font-size:clamp(28px,4.6cqw,52px)">How the move works</span></h2><p style="font-size:clamp(20px,2.1cqw,23px);line-height:1.5">The same four steps for every record type. Nothing switches until the numbers match.</p>

<p>We agree with your finance and operations leads where every field goes, and what is left behind.</p>

<p>We load a copy of your data twice. Your team checks projects they know well.</p>

Rehearse

<p>Record counts, budget totals and unbilled time must match the old system before we go on.</p>

Reconcile

<p>A final load over a weekend. The old system stays read-only for 90 days.</p>

Switch

How the move works

<h2 style="font-family:var(--proposal-font-heading);line-height:1.16;font-weight:600"><span style="font-size:clamp(28px,4.6cqw,52px)">Rehearsal and switch-over in detail</span></h2>

<p>A full copy of your data in a test workspace. Your project managers each check five of their own projects, and finance checks every rate card.</p><ul><li>Record counts for every type</li><li>A list of anything that did not load, with the reason</li><li>Duplicates found and merged</li></ul>

First rehearsal

<p>The same load with every fix from the first rehearsal. This is the dress run for the weekend, timed hour by hour.</p><ul><li>Budget totals and unbilled time matched to the penny</li><li>A timed run sheet for the switch</li><li>Sign-off from your finance lead</li></ul>

Second rehearsal

<p>Timesheets close at 5pm on Friday. We load the final data on Saturday, your team checks it on Sunday morning, and engineers log Monday’s time in the new system.</p>

Switch weekend

<p>If the Sunday checks fail, we switch back. Your current system is untouched until you confirm on Sunday afternoon, and it stays available read-only for 90 days.</p>

The way back

<p><strong>Not included:</strong> documents stored on your file server (we link to them instead), custom reports built in your current system, which we rebuild only on the Enterprise option, and changes to your accounting system beyond the invoice export.</p>

Rehearsal and switch-over

<h2 style="font-family:var(--proposal-font-heading);line-height:1.16;font-weight:600"><span style="font-size:clamp(28px,4.6cqw,52px)">Eight weeks to the switch weekend</span></h2><p style="font-size:clamp(20px,2.1cqw,23px);line-height:1.5">Work starts on {{START_DATE}}. Engineers keep using the current system until the switch.</p>

<p>Field mapping workshop, workspace set up with your roles, rates and approval rules.</p>

Map and set up

<p>Two rehearsals, each checked by your team, with fixes in between.</p>

<p>Project managers and finance in small groups. Engineers get a 20-minute video and a one-page guide.</p>

Train

<p>The switch weekend, then daily checks with your finance lead for two weeks.</p>

Eight weeks

<h2 style="font-family:var(--proposal-font-heading);line-height:1.16;font-weight:600"><span style="font-size:clamp(28px,4.6cqw,52px)">Who moves your data</span></h2>

Who moves your data

<h2 style="font-family:var(--proposal-font-heading);line-height:1.16;font-weight:600"><span style="font-size:clamp(28px,4.6cqw,52px)">Results for a similar client</span></h2><p style="font-size:clamp(20px,2.1cqw,23px);line-height:1.5">A 160-person architecture practice, three months after switching.</p>

Results for a similar client

<h2 style="font-family:var(--proposal-font-heading);line-height:1.16;font-weight:600"><span style="font-size:clamp(28px,4.6cqw,52px)">Subscription and migration</span></h2><p style="font-size:clamp(20px,2.1cqw,23px);line-height:1.5">Prices are for 220 users. Migration is included in each option. We recommend Professional.</p>

$32 per user a month. Projects and timesheets. Yearly billing saves $8,448.

Standard

$45 per user a month. The plan in this proposal. Yearly billing saves $11,880.

Professional

$58 per user a month. Adds custom reports and a sandbox. Yearly billing saves $15,312.

Enterprise

<p>Fees are in USD and exclude tax. Users added later are billed at the same rate per user. This proposal is valid until {{VALID_UNTIL}}.</p>

Subscription and migration

<h2 style="font-family:var(--proposal-font-heading);line-height:1.16;font-weight:600"><span style="font-size:clamp(28px,4.6cqw,52px)">Common questions</span></h2>

<p>We keep the source data and every load file for 90 days, and fix any gap within two working days at no charge.</p>

What if something is missing after the switch?

<p>Yes, read-only for 90 days after the switch. Engineers log new time only in our platform.</p>

Can we keep using the old system for a while?

<p>A 20-minute video and a one-page guide cover logging time. Project managers and finance get two hours in small groups.</p>

Do engineers need training?

<p>You do. You can export everything at any time in standard formats, including after the contract ends.</p>

Who owns the data?

<p>Yes. We rebuild your invoice layout, numbering and payment terms in the first two weeks, and finance approves a sample invoice for each client type before the switch.</p>

Will invoices look the same to our clients?

<p>Exports travel over encrypted connections, load files are deleted 90 days after the switch, and only the named migration team can see your data. Our ISO 27001 certificate and SOC 2 report are available to your IT team.</p>

How is our data protected during the move?

<p>A read-only export of the current system, a finance lead for the rate cards, and five project managers to check the rehearsals.</p>

What do you need from us?

<p>You switch back on Sunday afternoon. Nothing in the old system changes until you confirm, and we rebook the weekend at no charge.</p>

What happens if the switch weekend fails?

Questions

<h2 style="font-family:var(--proposal-font-heading);line-height:1.16;font-weight:600"><span style="font-size:clamp(28px,4.6cqw,52px)">Next steps</span></h2><p style="font-size:clamp(20px,2.1cqw,23px);line-height:1.5">How we start.</p>

Software Migration and Switching Proposal - Preview