Migration Guide

WHMCS Migration Checklist

Ready to switch from WHMCS? This complete checklist guides you through the migration process — from data export to going live with your new billing system. Avoid common pitfalls and keep your customers happy.

Last updated: January 2026

Can You Actually Migrate Away from WHMCS?

Yes, but it requires planning. The main challenges are data migration (client records, invoices, subscriptions) and workflow changes. Simple billing needs are easiest to migrate. Complex server automation setups take more work.

Billing-only users: 1-2 weeks migration time
With hosting automation: 4-8 weeks migration time
Most data can be exported via WHMCS API or database
Payment methods need re-authorization from customers

Before You Start: Key Questions

Answer these questions to determine your migration complexity:

Do you use WHMCS server automation?

If YES:

Higher complexity. You'll need an alternative with cPanel/Plesk/DirectAdmin integration, or separate your automation from billing.

If NO:

Good news — you're using WHMCS primarily for billing, which is the easiest to migrate.

Do you have active subscriptions?

If YES:

You'll need to migrate subscription data AND get customers to re-authorize payment methods.

If NO:

Simpler migration — focus on client data and invoice history.

Do you have custom WHMCS modules?

If YES:

Custom integrations will need to be rebuilt or replaced in your new system.

If NO:

Standard workflows are easier to replicate elsewhere.

How many active clients do you have?

If YES:

Under 500: Manual verification feasible. Over 500: Automated migration recommended.

Migration Checklist

Preparation (Week 1-2)

Gather information and plan your migration

Audit your WHMCS usage

List all features you actively use: invoicing, subscriptions, automation, support tickets, etc.

Document integrations

List payment gateways, server modules, domain registrars, and custom hooks you use.

Export client list

Export all clients with email, name, address, and any custom fields you need.

Export invoice history

Export all invoices for accounting records. Most businesses need 7+ years for tax compliance.

Export active subscriptions

Document recurring billing details: amount, interval, next due date, payment method.

Choose your alternative

Select your new billing platform based on your actual needs (see alternatives section below).

Create migration timeline

Set realistic dates for each phase. Avoid major billing cycles.

Setup New System (Week 2-3)

Configure your new billing platform

Set up new billing platform

Create account, configure basic settings, add your branding.

Configure payment gateways

Connect Stripe, Mollie, PayPal, etc. Test with small transactions.

Import client data

Import clients via CSV, API, or manual entry. Verify email addresses.

Set up products/services

Recreate your product catalog with correct pricing and billing intervals.

Configure email templates

Set up invoice emails, payment reminders, and welcome messages.

Test the complete flow

Create test client, generate invoice, process payment, verify everything works.

Migration (Week 3-4)

Move from WHMCS to your new system

Notify customers

Email clients about the billing system change. Explain what they need to do (if anything).

Pause WHMCS automations

Disable cron jobs and automated billing in WHMCS to prevent duplicate charges.

Handle active subscriptions

Either: migrate subscription data OR ask customers to re-subscribe with new payment link.

Migrate pending invoices

Move unpaid invoices to new system or collect them before switching.

Update DNS/domains

Point billing subdomain to new system if using custom domain for client portal.

Process first billing cycle

Run your first invoices in the new system. Monitor for issues.

Post-Migration (Week 4+)

Verify and clean up

Verify all clients migrated

Cross-reference WHMCS client list with new system. Follow up on missing records.

Monitor payment failures

Watch for failed payments due to expired cards or missing payment methods.

Archive WHMCS data

Export full database backup before canceling. Keep for legal/tax compliance.

Cancel WHMCS license

Only after confirming everything works. Keep backup access for 30 days if possible.

Update documentation

Update internal docs, SOPs, and customer-facing help articles.

How to Export Data from WHMCS

Three ways to get your data out of WHMCS:

WHMCS Admin Reports

Easy

Use built-in reports to export clients, invoices, and transactions as CSV files.

1.Go to Reports > Reports
2.Select the report type (Clients, Invoices, etc.)
3.Set date range and filters
4.Click 'Export to CSV'

Limitations: Limited to predefined report formats. May not include all custom fields.

Database Export

Medium

Direct MySQL export gives you complete data access.

1.Access phpMyAdmin or MySQL CLI
2.Select WHMCS database
3.Export specific tables: tblclients, tblinvoices, tblhosting, etc.
4.Choose CSV or SQL format

Limitations: Requires technical knowledge. Data is encrypted for sensitive fields.

WHMCS API

Advanced

Programmatically extract data via WHMCS API endpoints.

1.Generate API credentials in WHMCS
2.Use GetClients, GetInvoices, GetOrders endpoints
3.Process JSON responses
4.Build migration scripts as needed

Limitations: Requires programming. Rate limited. Most complete data access.

WHMCS Alternatives by Use Case

Choose based on your actual needs — not all hosting providers need full automation:

Billing Only (No Server Automation)

You handle server provisioning manually or use separate tools. Just need invoicing, subscriptions, and customer management.

PayRequest

From €5/month

95% cheaper than WHMCS. Modern UI, 20+ payment methods, customer portal. OpenProvider and Cloudflare integrations for domain resellers.

Learn more

Full Hosting Automation

You need automated cPanel/Plesk provisioning, server management, and integrated billing.

Blesta or HostBill

From $12.95/month (Blesta) or $99/month (HostBill)

Both offer WHMCS import tools. Blesta is cheaper and open-source. HostBill is more feature-complete but expensive.

Domain Reselling Only

You resell domains and need registrar integration, DNS management, and billing.

PayRequest + OpenProvider

From €5/month

PayRequest handles billing and customer portal. OpenProvider integration provides 1,900+ TLDs. No need for complex automation.

Learn more

Small Hosting (< 100 clients)

Small client base where manual provisioning is acceptable.

PayRequest or FOSSBilling

€5/month or Free

WHMCS is overkill for small operations. PayRequest for polished billing, FOSSBilling if budget is critical.

Learn more

Common Migration Mistakes

Avoid these pitfalls:

Rushing the migration

Consequence: Lost data, angry customers, payment failures

Prevention: Plan 4+ weeks minimum. Test thoroughly before switching.

Forgetting payment re-authorization

Consequence: Subscriptions fail because payment methods aren't valid in new system

Prevention: Notify customers they may need to re-enter payment details. Use migration as opportunity to update expired cards.

Not exporting invoice history

Consequence: Tax compliance issues, can't resolve billing disputes

Prevention: Export all invoices before canceling WHMCS. Keep for 7+ years.

Canceling WHMCS too early

Consequence: Need to re-subscribe at higher price if issues arise

Prevention: Keep WHMCS active (read-only) for 30 days after migration.

Migrating during billing cycle

Consequence: Duplicate charges or missed invoices

Prevention: Start migration right after a billing cycle completes.

Frequently Asked Questions

How long does WHMCS migration take?

For billing-only setups: 1-2 weeks. With hosting automation: 4-8 weeks. Complex setups with custom modules: 2-3 months. The biggest variable is subscription migration — getting customers to re-authorize payment methods takes time.

Can I migrate WHMCS subscriptions to another system?

Partially. You can export subscription data (amounts, intervals, dates), but payment method tokens (Stripe, PayPal) don't transfer between systems. Customers need to re-enter payment details or click a link to re-authorize.

Will I lose my invoice history?

Not if you export it first. Use WHMCS reports or database export to save all invoices as CSV or PDF. Keep this data for tax compliance (typically 7+ years required).

Can I run WHMCS and a new system in parallel?

Yes, this is recommended. Keep WHMCS running (disable automations) while testing the new system. Migrate clients in batches rather than all at once. This reduces risk significantly.

What if I need WHMCS features my new system doesn't have?

First, verify you actually use those features. Many WHMCS users only use 20% of its capabilities. For essential features, consider: 1) A different alternative, 2) Third-party integrations, or 3) Hybrid setup (WHMCS for automation, simpler tool for billing).

How do I handle active support tickets during migration?

Option 1: Resolve all open tickets before migrating. Option 2: Export ticket history for reference and start fresh in new system. Option 3: If new system has ticket import, migrate the data.

Is it worth migrating to save money?

Calculate your 3-year cost. WHMCS Plus at $35/month = $1,260 over 3 years. PayRequest at €5/month = €180 over 3 years. Even accounting for migration time, most billing-only users save significantly. Automation-heavy users may find the ROI less clear.

Migrating to Simpler Billing?

PayRequest handles invoicing, subscriptions, and customer portals for hosting resellers — without the complexity of WHMCS. OpenProvider integration for domains included.

Import clients via CSV
€5/month vs $35+ for WHMCS
OpenProvider integration
Customer portal included

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