Automate Top Producer CRM Export in 6 Steps 2026

Migrating from Top Producer to a modern CRM means exporting contacts, history, and pipeline stages from Lone Wolf's Top Producer, mapping them onto a system that can route new portal leads in seconds, and only then switching the website forms.

TL;DR: export everything you can open in a spreadsheet, map stages by hand, pick Follow Up Boss if follow-up is the job, kvCORE/BoldTrail if the brokerage already pays for the all-in-one, and do not go live on Monday without a weekend freeze. US Tech Automations does not replace the CRM.

6-step Top Producer export recipe

These six steps are the body of the title. Skip one and you will rebuild SOI from memory.

1. Inventory logins and lead sources. List every portal, IDX form, and ISA that still posts to Top Producer. If kvCORE or the brokerage site posts elsewhere, write that down first.

2. Export contacts with every custom field. Top Producer export paths vary by generation (desktop-era vs cloud). Open the file. If notes, tags, and source are empty, the export failed.

3. Export activities, not just names. Calls, emails, and tasks are the SOI. A name-only CSV is a restart.

4. Map stages on paper. Top Producer "Hot / Nurture / Closed" will not equal Follow Up Boss "Lead / Nurture / Closed" until you write the dictionary.

5. Load a sandbox, not production. Import 50 records. Call three of them. Fix mapping. Then load the rest.

6. Cut over forms last. Point Zillow, the site, and the ISA at the new CRM on a Tuesday after noon, not on a listing-appointment Monday.

A team of 8 agents with 2,400 contacts and a 6-step cutover can listen once Follow Up Boss is live. Follow Up Boss documents a peopleStageUpdated webhook when a person's stage changes (Follow Up Boss webhooks). A proposed US Tech Automations workflow on agentic workflows would catch that stage change, skip the person ID if it already moved in the last 10 minutes, draft a first-touch SMS only for stages you list as "new lead," and hold the send until the assigned agent or ISA confirms. If the prospect replies, Twilio Event Streams names the inbound packet com.twilio.messaging.inbound-message.received; according to Twilio, those events can queue for up to 4 hours. Prerequisites: FUB webhook URL, a registered SMS number, and a human on first-touch copy. Configurable, not a live named-team result.

Related playbooks: migrate from Top Producer to a modern CRM and automate a Top Producer CRM move.

Key Takeaways

• Top Producer still works as a cheap SOI database. Leave it if you do not take portal leads.

• Follow Up Boss is the usual destination for teams that live on speed-to-lead.

• kvCORE (BoldTrail) is the usual destination when the brokerage already bought the website plus CRM bundle.

• History is the hard part. Names are easy.

• US existing-home sales: 4.06M units according to NAR (2024 annual; 2025 finished at the same 4.06M rounded total). Volume is not the 2010s; wasted leads hurt more.

Evaluation criteria for a modern CRM

Speed-to-lead is the neighboring metric. Teams cutting lead response from 30 minutes is the ops version of this CRM choice.

Feature matrix

The USTA column is first-party operating data from our own corpus, not a CRM feature. It is here so the grid is not a generic kvCORE-vs-FUB clone.

48.6% never-indexed and the ~3,200-page two-week ship are first-party (June 2026). They are here as a data-quality analogy: a CRM import that "finished" can still be invisible in daily work, the same way a page can ship and never get seen.

Pricing

Follow Up Boss Grow: $69/user/month according to Follow Up Boss (2026), or $58/user/month billed annually.

Portal leads do not wait for a pretty import. Budget response time the same week you map fields.

Seven destination CRMs

1. Follow Up Boss

Best fit: a team leaving Top Producer because portal leads sit untouched.

Limitations: no transaction management, no IDX. Grow without Calling is an incomplete first-touch stack. Implementation: 200-plus sources; import is the work. Primary evidence: Follow Up Boss pricing.

Pros

• Smart lists and action plans agents will use.

• Webhooks a workflow can subscribe to.

• You own the database when you change brokers.

Cons

• Calling is extra on Grow.

• No listing site.

• Pro at $499/month is a team product.

2. kvCORE (BoldTrail)

Best fit: a brokerage that already standardized on kvCORE/BoldTrail and will not pay twice.

Limitations: public price is quote-shaped; many agents "get it free" from the broker and cannot export cleanly when they leave. Implementation: brokerage IT. Primary evidence: BoldTrail / kvCORE.

Pros

• Website, IDX, CRM, and ads in one login.

• Fine if the broker pays.

• Familiar to many franchise agents.

Cons

• Contact vendor.

• Portability is the Top Producer reason people leave to FUB.

• Clutter for a three-person team.

3. HubSpot

Best fit: a luxury or commercial shop that already thinks in CRM pipelines, not listing portals.

Limitations: you will still need IDX or a listing site. HubSpot CRM free plan: $0 according to HubSpot (2026) for the core CRM; marketing email is a different SKU. Implementation: properties and pipelines. Primary evidence: HubSpot CRM.

Pros

• Serious automation and reporting.

• You own the portal.

• Free CRM to test mapping.

Cons

• Not built as a Zillow inbox.

• Marketing Hub Professional is a different budget.

• Agents may ignore it.

4. Salesforce

Best fit: a large team with an admin, not a solo Top Producer user.

Limitations: quote, admin, and apps for real estate. Implementation: a project. Primary evidence: Salesforce.

Pros

• Object model that can match odd SOI data.

• AppExchange.

• Enterprise reporting.

Cons

• Contact vendor.

• Agents will not admin it.

• Overkill for eight people without staff.

5. Lofty (formerly Chime)

Best fit: teams that want native AI follow-up plus a site, historically starting near $449/month in 2026 roundups.

Limitations: quote to confirm. Implementation: all-in-one cutover. Primary evidence: Lofty.

Pros

• Site + CRM + AI in one.

• Built for real estate, unlike HubSpot-generic.

• Routing and marketing automation.

Cons

• Contact vendor.

• You may still want FUB-style simplicity.

• Contract and data-out terms need a lawyer hour.

6. Wise Agent

Best fit: a budget solo leaving Top Producer who does not take 40 Zillow leads a week.

Limitations: team features and routing trail FUB. Implementation: short. Primary evidence: Wise Agent.

Pros

• Low published price.

• Portable.

• Simple SOI tools.

Cons

• Not a lead-routing machine.

• Integrations thinner.

• Easy to outgrow.

7. Sierra Interactive

Best fit: a team that wants IDX + CRM without kvCORE's brokerage gravity, often listed near $299.95/month.

Limitations: confirm current list. Implementation: site plus CRM. Primary evidence: Sierra Interactive.

Pros

• All-in-one without a franchise stack.

• Published-ish price in roundups.

• Real-estate-native.

Cons

• Confirm data-out.

• Not FUB for follow-up purists.

• Website project sits on the CRM project.

Common migration mistakes

Exporting names without notes. Going live while Top Producer still receives Zillow. Mapping "Hot" to three different FUB stages. Letting the ISA work in both systems for a month. Assuming kvCORE is free because the broker "provides it" — you still do not own the file.

Zapier, Make, or n8n can watch a Google Sheet of the export, create FUB people, retry, and keep a run log. They will not invent stage dictionaries, dual-control on a mass text, or retention of TCPA consent. Someone has to own idempotency (do not create the same person twice) and the first-touch script.

When NOT to use US Tech Automations: Follow Up Boss action plans already send the only drip you need; the brokerage kvCORE admin already runs routing; or you are a solo with 200 SOI names and a spreadsheet. Stay in the CRM.

Another speed-to-lead write-up: cut lead response time from 30 minutes.

Real estate broker and agent jobs, 2025: 530,600 according to the U.S. Bureau of Labor Statistics (2025).

Most of those people do not work on a team with an ISA. A CRM that assumes round-robin is the wrong default for a solo Top Producer user.

Broker/agent median pay, May 2025: $57,400 according to the U.S. Bureau of Labor Statistics (2025). That median is why unpaid portal leads are expensive.

2024 new-home sales: ~683,000 according to the U.S. Census Bureau (2024). New-home and existing-home channels do not share a CRM automatically; map the source field or you will mix them.

Who this is for

This page is for a team lead or producing agent still in Top Producer who now takes portal leads, or whose brokerage is pushing kvCORE and who wants a portable alternative.

Red flags: no export in hand; switching during a listing week; assuming FUB includes a website; leaving the ISA in Top Producer.

If the brokerage will not allow a portable CRM, export what the contract allows and store it offline. A future move is impossible if the only copy lives in kvCORE. That is a career decision dressed up as software. Do not load a personal Gmail scrape of clients into Follow Up Boss if the broker's policy forbids it; get the rule in writing first. The same caution applies to ISA vendors: if they log in as you, they must cut over the same hour the forms do, or Zillow will fill two CRMs and nobody will own the first call.

2024 existing-home median price: $407,500 according to NAR (2025 annual recap of 2024). One extra closed side funds years of FUB Grow; a botched import that loses SOI does not.

Frequently asked questions

Can I export contacts from Top Producer?

Yes, through Top Producer's own export tools, but you must open the file and confirm notes, source, and phone. A 200-row CSV from a 2,400-contact database is a failed export.

Should I move to Follow Up Boss or kvCORE?

Follow Up Boss if you own follow-up and want to keep the database when you change brokers. kvCORE/BoldTrail if the brokerage already paid for the site-plus-CRM and you will stay.

How long does a Top Producer migration take?

A weekend for 200 clean contacts; two to four weeks for a team with 2,000-plus records and live portal leads. The form cutover is a day; the mapping is the project.

Is US Tech Automations a CRM?

No. A proposed workflow can catch peopleStageUpdated and hold a first touch. It does not store your SOI.

What if my broker will not allow Follow Up Boss?

Then the decision is political, not technical. Export what you are allowed to keep, and do not load client data into a tool the broker forbids.

Start from the homepage for US Tech Automations if the gap is first-touch after the CRM, not the CRM itself. Keep Follow Up Boss (or kvCORE) as the system of record either way.