Prop Firm Software Migration Contract Checklist

A vendor can have an excellent migration process while the agreement remains vague. Live firms should connect operational promises to written scope before the incumbent system is terminated.

1. Data scope

List each object the vendor will migrate: customers, orders, trading accounts, challenge state, KYC, payouts, affiliates, history and configuration. Define known exclusions.

2. Source assumptions

State which APIs/exports the plan assumes. If the incumbent cannot provide a field, define who resolves it and whether additional cost applies.

3. Acceptance criteria

Define reconciliation counts, critical state checks, integration tests and who signs off. “Migration complete” should not mean merely that an import job finished.

4. Parallel run

Document which system remains authoritative during overlap, how new writes are handled and when the old platform can be safely retired.

5. Rollback

Define stop conditions, decision owner, restoration steps and how writes made during attempted cutover are reconciled.

6. Downtime

If zero downtime is material, define what services must remain available and any exclusions. Provider marketing language should be translated into the specific source environment.

7. Fees

Separate free/included migration from custom mapping, feature work, third-party costs and old/new subscription overlap. Record any free-month incentive and its conditions.

8. Timeline and dependencies

List buyer inputs, vendor milestones and third-party dependencies. Define what happens when either side delays.

9. Post-cutover support

Agree a hyper-care period, severity path and responsibility for migration-related defects discovered after go-live.

10. Old and new data retention

Confirm how long the incumbent remains accessible and how long the new vendor retains data after eventual termination. Archive required exports before access expires.

11. Liability and remedies

Have appropriate counsel review liability caps, exclusions and remedies, especially where data/state errors could create customer or financial consequences.

12. Exit from the new vendor

Require usable exports and transition terms now. A successful migration should not create an avoidable future lock-in problem.

Use our migration RFP, data map and operational checklist.

FAQ

Should migration promises be in the contract?

If a promise is material to the purchase, resolve it in the governing commercial documents with appropriate legal review rather than relying only on sales copy.

What if the source vendor blocks export?

That risk should be investigated before commitment. The destination vendor cannot reliably migrate data it cannot access.