How to migrate to Deep Space
Follow this guide for a smooth cutover from legacy tools while protecting cashflow, compliance, and delivery.
Key sections
Overview
Decide your migration scope
Choose your configuration approach
Create your migration plan
Roll out Deep Space
Validation checklist
Cutover plan and timeline
Post-go-live review
Roles and ownership
Risk log
Announcement template
Resources
Overview
Goal: clean cutover with no impact to billing windows.
Scope: active projects, finance sync, portals, and document control.
Reference: use the Training and Implementation plan for cadence, roles, and session content.
Decide your migration scope
Import active data
Bring across in-flight contracts, claims, variations, budgets, document registers, companies, and contacts. Use when projects are mid-cycle or finance needs continuity.
Start fresh
Stand up new projects with standard cost codes and templates.
Use when legacy data is messy and you want an operational reset.
Choose your configuration approach
Standardised (recommended for groups)
Central team defines cost codes, approvals, claims and payment schedules, and document controls. Pros: clean reporting, consistent WIP, easier training. Cons: more upfront design.
Autonomous teams
Divisions or projects configure within guardrails.
Pros: faster local adoption.
Cons: harder to compare and roll up.
Create your migration plan
Approach
Central team defines cost codes, approvals, claims and payment schedules, and document controls. Pros: clean reporting, consistent WIP, easier training. Cons: more upfront design.
Timeline
Plan 4 to 6 weeks from pilot sign-off to full go-live. Align to renewal dates of legacy tools.
Data and mapping
Connect Xero. Map CoA and tracking categories.
Import companies and contacts. Load cost codes and baseline budgets.
Stage contracts and claims for the next cycle.
Load document register and enforce latest-only controls.
Training
Role-based enablement for PM, CA, Site, HSEQ, and Finance.
Provide quick-start videos and help center links.
Communication
Create a migration Slack or Teams channel for your internal teams. Share FAQs, timelines, and owners
Roll out Deep Space
Provision users and permissions across legal entities. Confirm MFA and RBAC.
Create projects and teams. Start with fewer, grow as needed.
Import data if applicable. Validate mappings with a test import, then import production data.
Reconcile sample contracts and claims against the prior system.
Migrate integrations.
Finance: enable Xero sync for AR and AP.
Document control and email capture configured.
External portals for clients, subcontractors, and consultants enabled.
Sunset the previous tool. Move to read-only after the first successful month-end in Deep Space.
Deliver training. Hold office hours in the first two cycles.
Validation checklist
Budgets reconcile to zero variance
Head and subcontract claims post to Xero correctly
AR and AP match the ledger
Forecast equals actuals after postings
Document register shows current revisions only
Portals working for clients, subcontractors, and consultants
Email templates and reply-to capture in place
Cutover plan and timeline
Timing: choose a window outside claim and payment dates.
Week 0: pre-kickoff sessions from the Training plan
Days 1 to 2: kickoff. Xero live. First project configured
Weeks 2 to 6: pilot on one or two live projects with weekly checkpoints
Week 7: migration imports and validation
Week 8: portfolio cutover and announcement
Freeze legacy entries during import windows. Keep read-only for reference.
Post-go-live review
Week 1: confirm claim dates, COA postings, dashboards. Fix gaps.
Weeks 2 to 4: office hours, close issues, harden settings.
Day 30: review reports, forecast vs actuals, portal usage, site adoption.
Roles and ownership
Champion: coordination, communications, sign-offs
Commercial lead: budgets, contracts, claims, variations
Finance: COA, tracking, reconciliation, WIP
Project admin: permissions, project setup, cutover
Site lead: drawings, RFIs, SIs, NCRs, dockets
HSEQ: ITPs, NCR to CAPA, inductions, evidence
Risk log
Contract constraints delay cutover → run parallel pilots and limit scope to new projects first
Incorrect COA mapping → finance sign-off and test exports before go-live
Superseded drawings on site → enforce latest-only controls and train the Site App
Low adoption risk → schedule role-based refreshers and maintain office hours
Announcement template
Subject: Moving our projects to Deep Space
All,
We are moving our project operations to Deep Space this month.
Why: better control of claims and forecasting, one source of truth for documents and QA, cleaner reporting for WIP and month-end.
What to expect: minimal disruption during cutover. Training is scheduled by role next week. If your project timing is sensitive, contact the Pilot Lead to coordinate.
Do now: join the migration channel, review the quick-start for your role.
Thanks,
Operations
Resources
Training and Implementation plan
Pilot Guide
Migration workbook and import templates
Role playbooks for Commercial, Site, Finance, HSEQ