Migrate from aACE to Freshsales

aACE Accounts are the primary customer and vendor records, holding billing and payment terms. All linked Orders, Invoices, and Purchase Orders reference the Account. We map Accounts 1:1 to Freshsales Account, preserving the company name, billing address, shipping address, and payment terms as custom fields. The Freshsales Account becomes the parent entity before any Contact import begins.

aACE supports multiple location contacts per Account with their own address and contact record. We split these into Freshsales Contact records linked to the parent Account, preserving first name, last name, email, phone, title, and the specific location address. Any contact roles defined in aACE (purchasing contact, accounts payable contact) migrate as a custom Contact field.

aACE Sales Orders are the transactional core, linking a Customer Account to Line Items and spawning Invoices and Purchase Orders. We map open Sales Orders to Freshsales Deals with the Account resolved, deal name from the Sales Order number, amount from the total, and close date from the expected ship date. Historical closed orders migrate as completed Deals with the original close date preserved.

aACE Sales Order Line Items map to Freshsales Deal Products. We resolve the Item (SKU, description, quantity, unit price) and link it to the parent Deal during migration. Line item notes and special instructions migrate as a custom product field because Freshsales Deal Products have no native notes field.

aACE Projects hold job headers and link to Tasks, Time entries, and billing records. We discuss with the customer whether Projects map to Freshsales Deals (for billing-trackable work) or to Tasks grouped under a parent Deal (for work-management use cases). We migrate Project status, assigned user, and description as fields on the target record.

aACE Tasks are unit-of-work records linked to Projects and optionally to Accounts and Orders. We preserve task subject, status, assignee (resolved via user email mapping), due date, priority, and any custom flag fields. High-volume task exports use FileMaker's batch export to the cache table before loading into Freshsales via the Tasks API endpoint.

aACE Employee records hold name, email, department, and role data. We map active Employees to Freshsales User records by email match, preserving the user's display name and primary department as a custom field. The customer's Freshsales admin provisions the actual Freshsales login credentials during the User provisioning step.

aACE tracks open A/R and historical closed Invoices with balance and payment history. Freshsales has no native Invoice object. We migrate open Invoice amounts as a custom numeric field on the related Account (open_ar_balance__c) and flag historical Invoices in a Deal note for audit purposes. Customers requiring full invoice history in Freshsales configure a separate accounting integration post-migration.

aACE tenants add custom fields on Accounts, Orders, and Items via FileMaker. There is no metadata API to enumerate these automatically. We request FileMaker layout definitions during scoping, build the complete field list, and map each to a Freshsales custom field of the appropriate type. Fields without a Freshsales type equivalent are written as JSON in a text field.

aACE supports multiple locations per Account, each with its own address and contact. We map each location to a Freshsales Contact record with the specific location address, linked to the parent Account. If the customer uses location-based routing or shipping assignment, we flag these as custom fields for territory configuration in Freshsales.