# Move your agency from Synthflow.

Start with one representative client. Validate the agent, business actions and billing. Move the rest only when the whole service is ready.

Published: 2026-10-17

Reviewed: 2026-10-17

## How do you migrate an agency from Synthflow to Assistable?

Inventory each client's agents, billing, numbers, CRM connections and data; rebuild a representative workflow in Assistable; configure eligible-plan usage rebilling; reconnect and test integrations; then move traffic with a rollback plan. Synthflow's JSON and product-copy tools do not establish cross-platform compatibility. Existing subscriptions, payment permissions, phone numbers and historical records require separate review rather than an assumed automatic transfer.

- Inventory first
- Prove one client end to end
- Cut over with a rollback plan

## Know what you are moving.

Organize the migration by client, not just by agent. The service includes its commercial agreement, connected systems, live numbers and the records the client expects you to keep.

| Inventory | Capture before making changes |
| --- | --- |
| Client and access | Account owner, agency/subaccount identifiers, authorized contacts, users and permissions. |
| Commercial terms | Retainer, client usage price, billing customer, renewal date, prepaid credits and unpaid invoices. |
| Agent behavior | Instructions, knowledge sources, flows, qualification fields, language/voice settings and fallback rules. |
| Business actions | Calendar, CRM fields, tags, workflow triggers, custom actions, webhooks and transfer destinations. |
| Phone and messaging | Number owner, carrier, routing, SIP or forwarding setup, messaging registration and permitted contact use. |
| Records | Available call exports, required history, retention rules and secure storage destination. |
| Acceptance and rollback | Client approver, test cases, planned cutover window and the previous working route. |

## Rebuild the behavior. Reauthorize the connections.

Use the existing workflow as a specification, not as a promise that every configuration file can be imported unchanged. Map what the agent must say and do, then validate those actions in the new account.

1. **Create the account and agent** Apply your brand and account defaults. Add the business knowledge, prompts and flow structure for the selected client.

2. **Reconnect the CRM and calendar** Authorize the intended HighLevel agency/subaccount and map tools to the right contact, fields and calendar. Recreate required triggers and post-call actions.

3. **Rebuild handoff and failure paths** Test a successful transfer, no answer, voicemail, unavailable calendar and missing knowledge. Confirm when a person takes over.

4. **Configure the client billing model** Set supported usage prices and wallets on an eligible plan. Reconcile the old period and handle retainers or subscriptions separately.

- [Assistable HighLevel authorization](https://docs.assistable.ai/integrations/ghl-oauth)
- [Assistable platform tools](https://docs.assistable.ai/v3/platform-tools)
- [Assistable call transfers](https://docs.assistable.ai/build/voice-ai/call-transfers)
- [Billing transition guide](https://www.assistable.ai/resources/synthflow/rebilling)
- [Detailed HighLevel workflow migration](https://www.assistable.ai/resources/synthflow/gohighlevel)
- [White-label onboarding and permissions](https://www.assistable.ai/resources/synthflow/white-label)

## Treat numbers, payments and history as separate workstreams.

A phone number is a carrier asset, a payment method is part of a billing relationship, and a transcript is a retained record. They do not move just because an agent has been recreated.

- Confirm who controls each number and whether forwarding, SIP routing or a carrier port is appropriate. Availability and timing depend on the number, carrier and authorization.
- Keep the current number service active until the replacement route has been tested and the owner has approved the change.
- Reconcile Stripe customers, subscriptions, credits and permitted payment use. Do not assume an existing payment method or client contract transfers automatically.
- Export the records you are entitled to retain before ending access. Synthflow documents manual call-log CSV export; automatic daily exports are Enterprise-scoped.
- Preserving an export is different from importing history into Assistable. Agree on where historical records will live and who can access them.

- [Synthflow call-data exports](https://docs.synthflow.ai/export-call-data)
- [Synthflow number ownership](https://docs.synthflow.ai/import-a-product)
- [Phone-number ownership and cutover guide](https://www.assistable.ai/resources/synthflow/phone-numbers)

## The pilot is done when the business action works.

Use authorized test contacts and a representative client. Agree on observable pass conditions before shifting live traffic. A polished conversation is only one part of a successful deployment.

| Test | Pass condition |
| --- | --- |
| Answer and qualify | The agent captures the required facts and handles an unanswered or out-of-scope question correctly. |
| Book an appointment | The appointment appears on the intended calendar with the correct contact, service and time zone. |
| Update the CRM | The intended fields, notes or workflow actions are visible in the correct client account. |
| Transfer to a person | The right destination receives the call; no-answer and unavailable-team paths behave as agreed. |
| Stop automation | Human takeover and any configured stop or exclusion rules prevent unwanted follow-up. |
| Reconcile billing | Authorized test usage appears against the intended client at the approved rate, with the agency cost separately understood. |
| Protect account access | The client sees the intended branding and permissions without another client's information. |
| Roll back | The previous route can be restored by the assigned owner if an acceptance check fails. |

- [Recorded call-transfer walkthrough](https://www.assistable.ai/resources/ai-call-transfer)
- [Recorded booking walkthrough](https://www.assistable.ai/resources/ai-appointment-booking)

## Move one client. Reconcile. Repeat.

Choose the cutover around the client's operating hours and support coverage. Keep a named owner for routing, billing and customer communication. Expand only after the first client meets the agreed criteria.

1. **Approve readiness** Have the client or service owner sign off on the pilot, billing start, routing change and rollback trigger.

2. **Switch the selected route** Change only the agreed number, trigger or channel. Verify the new route receives the intended traffic and the old automation does not also respond.

3. **Review real operation** Inspect early call outcomes, booking and CRM actions, transfer exceptions, usage and balances. Correct issues before adding the next account.

4. **Close the old period** Reconcile billing and records, stop duplicate collection and cancel old services only after checking dependencies and contractual terms.

- [Compare the agency platform](https://www.assistable.ai/compare/synthflow)

## One checklist for the handoff.

22 acceptance checks covering access, billing, the pilot and cutover. Assign an owner, record evidence and confirm each pass condition before moving a client. Open the CSV in your spreadsheet tool. No email required.

- **Account and access (Inventory):** Authorized owner confirms the client account, users, source access and destination account.
- **Client agreement (Inventory):** Retainer, usage rates, included services, renewal date, cancellation terms and required notice are documented.
- **Billing identity (Billing):** Source subaccount, billing customer and destination client ledger are mapped to the same client.
- **Old billing period (Billing):** Billing owner records the old period's start/end and time zone, consumed usage, invoices, payments and credits.
- **Balance reconciliation (Billing):** Prepaid credits, unpaid invoices and refunds have an agreed treatment; no automatic balance transfer is assumed.
- **New commercial approval (Billing):** Client notice, payment authorization, new rate, billing start and any separate retainer are approved by the billing owner.
- **Stripe account (Billing):** The intended agency Stripe account is connected; its account owner confirms the collection setup.
- **Usage prices and gates (Billing):** The master rebilling setting, intended categories and supported prices match the approved client offer.
- **Client membership and wallet (Billing):** The invited client can access the intended billing portal and configure an authorized payment method, funding and refill policy.
- **Agency funding (Billing):** The separate agency wallet is funded; its refill policy and balance-review owner are established.
- **Payment failure policy (Billing):** The owner confirms what happens to the client service when payment fails or funds run low, and how the client is notified.
- **Agent behavior (Pilot):** The representative agent follows approved knowledge, qualification rules and out-of-scope handling in authorized tests.
- **Calendar action (Pilot):** A permitted test appointment appears in the intended calendar with the correct contact and time zone.
- **CRM write-back (Pilot):** Expected fields, notes and follow-up actions appear once in the correct client account.
- **Human transfer (Pilot):** Successful transfer, no-answer and unavailable-team paths reach the intended destination or configured fallback.
- **Account permissions (Pilot):** The client sees only the intended account, features, branding and billing access.
- **Billing evidence (Pilot):** Authorized test usage, client debit and separate agency cost reconcile to the approved rates; payment collection is checked separately.
- **Number and routing control (Cutover):** The authorized number owner approves the forwarding, SIP or porting path; existing service remains active until routing works.
- **No duplicate activity (Cutover):** Old and new calling triggers and billing collection rules cannot act on the same traffic or billing period unintentionally.
- **Sign-off and rollback (Cutover):** The client/service owner approves the window, pass criteria, rollback trigger and named person able to restore the previous route.
- **First-period review (Review):** Actual calls, appointments, CRM writes, transfers, usage, collections and both balances are reviewed before more clients move.
- **Retire previous services (Review):** Required records are retained and dependencies/contract terms checked before ending old access, subscriptions or number service.

[Download migration checklist](https://www.assistable.ai/resources/synthflow/migration/checklist.csv)

## Common questions

### Can I import a complete Synthflow subaccount into Assistable?

The reviewed documentation does not establish a complete cross-platform importer. Plan to map the client account, agent configuration, business actions and billing relationship, then validate a pilot.

### Can I keep the client's existing phone number?

Potentially, depending on number ownership, carrier access and the routing method. Confirm the authorized owner and whether forwarding, SIP routing or a port is suitable. Do not cancel the existing service before the new route works.

### Will my GoHighLevel calendars and workflows keep working?

They need to be reauthorized or remapped for the new integration as applicable. Test the intended subaccount, calendar, contact fields, workflow triggers and human-handoff behavior rather than assuming equivalent names produce equivalent results.

### Can I bring call history?

Synthflow documents call-log CSV exports. Preserve authorized records in an agreed location. That does not establish automatic import of historical conversations, recordings or analytics into Assistable.

### How long does a Synthflow migration take?

Timing depends on the number of clients, agent complexity, billing arrangements, integrations and phone routing. Scope a representative pilot first; its acceptance results provide a more reliable rollout estimate than a blanket migration promise.

### Do I have to move every client at once?

No. A staged migration lets you validate a representative account, reconcile the first billing period and reuse what works before expanding. Avoid concurrent old and new automations acting on the same client traffic.

### What should I bring to a migration call?

Bring client count, current agreement and usage, billing requirements, agent examples, CRM/calendar setup, number ownership and your desired cutover window. Use sanitized examples and share credentials only through an agreed secure process.

## Sources and review notes

Published by Assistable.ai. Confirm account-specific features, pricing and migration scope with each provider.

- [Synthflow: retained accounts and migration boundaries](https://docs.synthflow.ai/subaccounts)
- [Synthflow: internal agent import and configuration](https://docs.synthflow.ai/create-an-agent)
- [Synthflow: product copying and number ownership](https://docs.synthflow.ai/import-a-product)
- [Synthflow: call-data exports](https://docs.synthflow.ai/export-call-data)
- [Synthflow: reselling migration](https://docs.synthflow.ai/reselling-migration-guide)
- [Assistable: HighLevel authorization](https://docs.assistable.ai/integrations/ghl-oauth)
- [Assistable: platform tools](https://docs.assistable.ai/v3/platform-tools)
- [Assistable: call transfers](https://docs.assistable.ai/build/voice-ai/call-transfers)
- [Assistable: usage rebilling](https://docs.assistable.ai/platform/rebilling)
- [Assistable: snapshots](https://docs.assistable.ai/platform/snapshots)

## Related resources

- [A Synthflow alternative built for your agency.](https://www.assistable.ai/compare/synthflow)
- [Keep client billing connected to the service you sell.](https://www.assistable.ai/resources/synthflow/rebilling)
- [Keep HighLevel. Move the AI workflow.](https://www.assistable.ai/resources/synthflow/gohighlevel)
- [Leaving Synthflow? Start with who controls the number.](https://www.assistable.ai/resources/synthflow/phone-numbers)

[Talk to sales](https://www.assistable.ai/contact?booking_source=%2Fresources%2Fsynthflow%2Fmigration)

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Source: https://www.assistable.ai/resources/synthflow/migration