How to switch auto transport CRMs without losing leads

To switch auto transport CRMs without losing leads, check what you can export before you sign anything, export every record type, run both CRMs side by side for a week, reconnect your lead vendors, phone app, Gmail and load boards, and cut over on one planned day. The leads you can lose are the open quotes still in follow-up, so every step below protects them.

Leader CRM wrote this page, and Leader CRM is one of the products compared here. The export, onboarding and cancellation terms below come from each vendor's own pages, read on October 28, 2026.

Check data export terms before you sign

jTracker, an auto transport CRM, was retired. BATS's Central Dispatch referral page says the software has officially been retired and is no longer available, and a Wezom article dated February 22, 2022 says it shut down on January 1, 2022. Brokers on it had to move to another CRM, and BATS and Cronetic both still advertise jTracker imports.

Before you sign with any CRM, ask four questions and get the answers in writing:

• Can I export every record type myself, or only by request?
• In what format, and does the export include texts, emails, call recordings and payment logs, or only contacts?
• How much notice do I give to cancel, and can I still export during the notice period?
• Will you move my data in, and what does that include?

The table shows what each vendor publishes on these points.

"Not stated" means the vendor's pages we read don't say, so ask. For prices and integrations, see the best auto transport CRM comparison.

What to export from your old CRM

Take two exports: one when the parallel week starts and a final one on cut-over day. Open each file and check ten records of every type against the old CRM. Keep the STOP list too. A number that texted STOP to your old CRM must stay blocked in the new one.

Moving off BATS or Message Plane

If you are leaving BATS, time your notice to its billing. The BATS signup page says it bills by the number of users who logged into the software in the previous month, runs month to month, cancels by written notice and gives no partial refunds. A salesperson who keeps signing in to BATS during your parallel week counts toward the next bill. Its pages don't state a data export, so ask BATS what you can take before you give notice.

If you are leaving Message Plane, its homepage says your data exports anytime and its pricing page says it runs month to month. Ask for the export format before you set the cut-over date.

Run both CRMs for a week

• From day one, send every new lead to the new CRM.
• Work open quotes in the old CRM until they book or go quiet, or move each one with its message history.
• Turn off automated follow-up in the old CRM for every customer you move, so nobody gets two texts for the same quote.
• Book new orders only in the new CRM, and post each load from one CRM only. Central Dispatch's API FAQ says a repost counts as a new listing against your quota.
• At the end of the week, compare lead, quote and order counts in both systems.

Reconnect lead vendors, phones, Gmail and load boards

Lead vendors. Each lead vendor sends leads to your CRM through its API. Ask every vendor to point its feed at the new CRM, send one test lead, and check it lands with the right source name.

Phone app. Connect your calling and texting app, then have each salesperson place a test call and send a test text from their own line. Leader CRM connects to RingCentral or another calling and texting app your brokerage already uses.

Gmail. Each salesperson connects their inbox and sends one test quote email to a colleague.

Load boards. Connect your Central Dispatch account, and Super Dispatch if you use it. Post one real order from the new CRM, then switch off posting from the old one.

Retrain the team on templates and follow-up

Paste your old templates into the new CRM word for word first, then improve them once the team is settled. Set each salesperson's follow-up schedule and decide what happens to quotes that move over halfway through a plan. Set lead distribution before the first lead arrives: who gets the next lead, how many a day and during which hours. Then run one short session where every salesperson sends a quote, logs a call, converts a quote to an order, sends the contract and posts a load.

Cut-over day checklist

1. Take the final export from the old CRM and save it where the owner can reach it.
2. Confirm every lead vendor now sends to the new CRM, with one test lead each.
3. Turn off automated texts and emails in the old CRM.
4. Stop posting loads from the old CRM and check the new CRM's load board connection.
5. Check that every salesperson can sign in, call, text and email from the new CRM.
6. Move or close the last open quotes, and check the STOP list came over.
7. Check that card payments go to the right processor account.
8. Give notice to the old vendor on its contract terms, timed to the billing date.
9. Keep the old data where you can search it, for disputes and repeat customers.

Next step: before your next CRM demo, write down the four export questions above and ask the vendor to answer them in writing. Ask your current vendor the same questions.

To see how setup works in Leader CRM with your own phone app, Gmail and Central Dispatch account, book a live demo.