Migrating to ListingMine ERP: Keep Your Data, Cut Your Risk
Let’s be honest: The idea of switching your agency's main system can sound like a huge headache. You worry about losing your important listings, client history, and commission records. That fear often keeps you stuck with old, costly software.
But we're here to tell you: It’s easy, it’s fast, and you don’t lose a thing.
Migrating to ListingMine ERP is a simple, step-by-step process designed to put you back in control—no tricky tech work, no expensive consultants, and absolutely zero risk.
The Golden Rule: Own Your Data First
Before you even think about canceling your old subscription, your first goal is to create a complete, independent backup of your data. This makes you the boss, not your soon-to-be-former software vendor.
Step 1: Export All Your Agent Details
Before anything else, export your full list of agents into a master Excel file.
This is your core HR and commission reference.
Each row should represent one agent with key details like:
| Agent Name | IC Number | Join Date | REN Number | Bank Account | Contact | Performance Points (Total Sales) | Upline |
|---|---|---|---|---|---|---|---|
| Alice Tan | 900101-14-XXXX | 10 Feb 2021 | REN 12345 | Maybank 5140-XXXX | 012-3456789 | 420 pts (RM 1.26 M sales) | Ben Lee |
| Ben Lee | 890202-08-XXXX | 25 Aug 2022 | REN 67890 | CIMB 7600-XXXX | 016-9876543 | 295 pts (RM 870 k sales) | — |
| Cindy Ng | 950303-12-XXXX | 15 May 2020 | REN 54321 | Public Bank 3057-XXXX | 017-1122334 | 610 pts (RM 1.8 M sales) | Alice Tan |
Note:
The table above is only an example — include whatever columns your agency values, such as license expiry, incentive tier, introducer, or referral source.
The most important fields are Performance Points, Bank Account, and Upline, which help preserve payout entitlement and team structure when re-importing into ListingMine ERP.
Save this Excel file securely — it becomes your Agent Master File for future import via ListingMine’s Mass Import Module.
Step 2: Export and Secure All Your Transaction History (The Case Master File)
Next, export all your case records into a master Excel file.
| Case No. | Property Address | Sale / Rental Price | Agents & Commission Split | Key Dates / Status | Document File Names |
|---|---|---|---|---|---|
| C0001 | 12 Jalan Damai, KL | RM 850,000 (Sale) | Alice 60% / Ben 40% | SPA Signed (12 Jul 2023) | SPA_C0001.pdf, OfferLetter_C0001.pdf |
| C0002 | 22 Taman Sutera, Johor | RM 2,500 (Rental) | Cindy 70% / Daniel 30% | Tenancy Active (1 Sep 2024 – 31 Aug 2025) | TA_C0002.pdf, Receipt_C0002.pdf |
| C0003 | 8-3A Empire Soho, Subang | RM 650,000 (Sale) | Alice 50% / Eric 50% | Pending LOF | LOF_C0003.pdf, MarketingKit_C0003.jpg |
Tip:
This table is just an example — feel free to add any columns important to your agency (client name, remarks, commission received date, etc.).
The Document File Names column is essential so you can locate related digital files later.
Depending on your vendor’s database structure, the export may come as one master file or two separate files (cases + listings). Either works — as long as each case has a unique identifier and linked file names.
Step 3: Download All Related Files
After exporting your Excel file, download all related case documents with their exact filenames — regardless of folder path.
These may include:
- SPA (Sales & Purchase Agreements)
- TA (Tenancy Agreements)
- LOF (Letters of Offer)
- Claim Forms
- Marketing Kits, Photos, and Receipts
Save everything in one folder using consistent filenames.
Now you have three key assets:
- Agent Master File (Excel)
- Case Master File (Excel)
- Document Folder (All your files)
🚨 Red Flag Alert: If your current ERP vendor doesn't allow a bulk export or charges a ridiculous fee for your own data, see it as the final sign. A vendor that locks in your data is a partner you can't trust. It's time to leave.
Why These Steps Matter
When your ERP access ends, you can still open your Excel, search any case number or address, check the document file names, and instantly locate the correct SPA, TA, or offer letter in your backup folder.
Your transaction history stays searchable, retrievable, and permanent, even without ERP access.
Step 4: Use the Mass Import Module
Once your old data is secured, move forward with ListingMine ERP’s Mass Import tool — it works just like Excel.
| Name | Phone | REN No. | Bank Account | Address | Tier | Performance Points |
|---|---|---|---|---|---|---|
| Copy and paste your agent data, click Import, and your entire team appears instantly — no coding, no support ticket, no delay. Use Performance Points to restore each agent’s correct commission entitlement under your pre-set scheme. |
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Step 5: The Risk-Free Parallel Run (Our Recommended Strategy)
This is the secret to a confident migration. ListingMine ERP is free for up to 50 users, so you can:
- Set it up while your old ERP is still active
- Import agents and rebuild commission logic
- Train your admins and team leaders
There is no downtime and no financial pressure. Run both systems side-by-side for a week, a month, or a full quarter. Only when you and your team are 100% confident do you make the final switch.
Step 6: Confidently Retire Your Old System
When everything is running smoothly in ListingMine:
- Take a final export from your old system (for your records).
- Confirm your excel files and documents holders are complete and organized.
- Cancel your old ERP subscription confidently.
You are now free. You retain permanent, instant access to every piece of your historical data without ever paying another "data access" or "archive" fee.
Conclusion: It’s Not a Migration, It’s an Upgrade in Control
Moving to ListingMine isn't just about changing software. It's about taking definitive ownership of your data and your agency's agility.
With ListingMine ERP, you can:
- Back up your history properly
- Import your essentials easily
- Run both systems concurrently
- Switch only when you’re ready
No lock-ins. No data loss. No downtime. Just a smarter, safer way to run your business.
