SaaS migration to open source: leave Google Workspace, Microsoft 365 and Zapier

We inventory what your teams use, move your files, mail, workflows, tables and chats to open-source apps you control, run both side by side, and cut over on a date you agree.

Start with one workload Book a 30-minute briefing

Scope: Fixed, agreed in writing before work starts
From: Google Workspace, Microsoft 365, Zapier, Airtable, ChatGPT
Method: Inventory, pilot, parallel run, cutover
Pricing: On request, per migration scope

What a migration off SaaS covers

Leaving a SaaS is rarely about the data alone. It is the sharing links, the automations nobody documented and the daily habits of every team. The migration covers all of it, not only the export.

An inventory first

We list every SaaS in use, who uses it, what it holds and what depends on it, including the automations and integrations nobody wrote down.

Files and documents

Google Drive and SharePoint content moves to Nextcloud with folders, owners and sharing rights mapped, not flattened.

Workflows rebuilt

Zapier and Power Automate flows are rebuilt in n8n or Windmill, tested against real inputs and handed over with their credentials in your vault.

Tables and bases

Airtable bases move to NocoDB with their fields, views and links, so teams keep working in the grid they know.

Private AI instead of ChatGPT

Open WebUI or LibreChat replaces public chat assistants, with your prompts and documents kept on your own machines.

A cutover with a rollback

Both systems run side by side until your teams sign off. The cutover date, the freeze and the way back are written down in advance.

Leaving Google Workspace or Microsoft 365 without a lost week

A migration fails at the edges: the shared folder with external guests, the calendar that books meeting rooms, the spreadsheet a finance script reads every night. The inventory finds those edges before anyone moves, and the plan says what happens to each one.

Files go to Nextcloud, with sharing mapped to the same people and groups. Sign-in goes through Keycloak or the Entra ID you already have, so users keep one password and your identity team keeps one directory.

Replacing Zapier, Airtable and ChatGPT

Automations are rebuilt, not copied. Each Zapier flow becomes an n8n workflow with its inputs tested against real data and its credentials stored where you control them. Airtable bases move to NocoDB with their views intact. Public chat assistants give way to private AI on your own machines, with your documents and prompts staying inside your perimeter.

After the cutover

The new apps run where you decide: on your premises or in Pilae Cloud. From there, managed operations keep them patched, backed up and monitored, and the Pilae Agent plans every update for your approval. For how migrations are quoted, see pricing. To discuss your estate, contact us.

How a migration runs

Inventory
We map your SaaS estate, its data volumes, its users and its integrations, and agree the target app for each one.
Plan and fixed quote
You receive a written plan with scope, sequence, cutover dates and a fixed price for the whole migration.
Pilot
One team moves first. Their feedback adjusts the mappings, the training and the runbook before anyone else moves.
Parallel run
Data syncs to the new apps while the old ones stay live, so every team can check its work before the switch.
Cutover and decommission
On the agreed date we freeze, run the final sync, switch users over, then help you close the SaaS accounts.

What your contract includes

Fixed scope and price: Every app, data set and team in scope is listed. Anything outside it is quoted before it starts.
Written cutover plan: Dates, freeze periods, the order teams move in and the rollback, agreed with you before the pilot.
Data verification: Counts and checks per data set, compared between source and target, delivered as a report.
Identity: Single sign-on through Keycloak or your existing Entra ID, set up before users arrive.
Handover: Admin documentation, user guides and training sessions for your champions.

The apps behind it

Nextcloud

Files, calendars and shared documents for the whole organisation, on storage you can point at in a room you control.

Replaces Google Drive, Dropbox, SharePoint

n8n

Workflow automation your own team writes, running next to the systems it talks to instead of reaching them across the internet.

Replaces Zapier, Make

Windmill

Scripts, workflows and internal tools in Python, TypeScript, Go, Bash or SQL, run by workers on your own machines and operated by Pilae.

Replaces Retool Workflows

NocoDB

A spreadsheet interface over a real database, so a department can build the tool it needs without anyone provisioning a new system.

Replaces Airtable

Open WebUI

A chat interface over models you host, so prompts and the documents people paste into them never leave your network.

Replaces ChatGPT Team, Microsoft Copilot

Keycloak

Single sign-on for everything else you run, with your own directory as the source of truth and no per-seat bill between you and it.

Replaces Okta, Microsoft Entra ID

Questions

Which SaaS products can Pilae migrate from?

The common ones are Google Workspace, Microsoft 365, Zapier, Airtable and ChatGPT. The inventory also covers smaller tools such as Notion, Slack, Calendly or a hosted CRM. Each one gets an open-source target or a written reason to keep it.

Do our teams have to stop working during the migration?

No. The old and new systems run side by side while data syncs. The only freeze is a short window at cutover, agreed in advance and usually placed outside working hours.

What happens if the cutover goes wrong?

The cutover plan includes a rollback. The SaaS accounts stay active until your teams confirm the new apps work, so switching back is a decision, not a rebuild.

How is a SaaS migration priced?

Each migration has a fixed price, set after the inventory and written into the plan. It depends on the number of users, the data volumes and the workflows to rebuild. Pricing is on request.

Where does our data end up?

On your premises, or on dedicated machines in any of 12 Pilae Cloud regions, six of them in Switzerland and the EU. You choose the location, and the contract states it.

Who runs the apps after the migration?

You can run them yourselves with the handover documentation, or Pilae operates them under a managed operations contract with patching, backups and an availability commitment.

Solutions

Start with an inventory of your SaaS estate.

Tell us which tools your teams use. We come back with a target app for each one and the outline of a migration plan.