Migrate from Apto to Freshsales

Apto contact records with no deal association or early-stage status migrate as Freshsales Leads. Apto contacts associated with a won deal or flagged as a customer route to Freshsales Contact. The split is determined by Apto's contact status field and deal association history before migration runs.

Apto company records map 1:1 to Freshsales Accounts. Account Name, Website, Industry, Employee Count, and Annual Revenue translate directly. Apto parent-company hierarchy maps to Freshsales Parent Account lookup — parent records must migrate before child records to satisfy the foreign-key constraint.

Apto deals map to Freshsales Deals preserving all core fields including Deal Name, Amount, Close Date, Owner, and associated Company (Account) lookup. Each Apto deal transfers with its original probability percentage and product line items if present. Pipeline and Stage require value mapping because each platform defines stage names independently, so we build a per-pipeline stage map during planning before data loads execute.

Each Apto deal pipeline becomes a separate Freshsales Deal Pipeline with its own independent stage definitions. Freshsales supports multiple pipelines with different stage configurations per pipeline, so Apto pipelines with distinct stage sets map to corresponding Freshsales pipelines preserving the original stage semantics and workflow progression logic from your Apto configuration.

Apto stage names map to Freshsales stage names per pipeline. The mapping is value-by-value: Apto 'Proposal' may map to Freshsales 'Proposal Sent' or 'Negotiation' depending on your pipeline configuration. We deliver the stage map as part of the migration plan before data loads.

Apto engagement records are split by type: calls and emails become Freshsales Tasks (Type field set to 'Call' or 'Email'); meetings become Freshsales Events with start time, end time, and location preserved. Owner, related Contact/Lead, and original timestamp transfer with each record.

Apto notes migrate directly to Freshsales Notes with full fidelity preservation of the note body content, original owner attribution, and related record linkage to Contact, Lead, or Deal. Rich-text formatting including HTML markup, bullet points, and embedded links is preserved intact within the Note body field during the transfer process.

Apto products associated with deals migrate as Freshsales Products with Product Name, Unit Price, Description, and currency code all transferring directly. Products must exist in Freshsales before deal line items reference them during the deal migration phase, so product records are prioritized early in the migration sequence to satisfy foreign-key requirements.

Apto user and owner records resolve by email match against Freshsales users. Unmatched owners are flagged before migration — your team assigns a fallback Freshsales user or creates the account first. No deal or contact lands without a valid Freshsales OwnerId.

Apto custom fields on Contact, Company, and Deal objects migrate as Freshsales custom fields. Field type matching (text, number, pick-list, date, checkbox) is required — pick-list fields need value mapping if Apto and Freshsales define different option sets. Custom field creation must complete before data loads.

Apto file attachments on contacts, companies, and deals are downloaded from Apto storage and re-uploaded to Freshsales Attachments during migration. File size limits apply — Freshsales caps individual attachments at 25MB per file. Files linked to notes are extracted from the note body, downloaded, and rehosted to Freshsales storage with the note re-linked to the new attachment.

Apto workflows, automation rules, conditional logic, and notification triggers do not transfer automatically because Freshsales Workflows use different trigger syntax, conditional operators, and action types than Apto. We export Apto workflow definitions as a structured JSON reference document listing each rule's trigger conditions and actions, which your Freshsales admin uses as a blueprint to manually rebuild rules in Freshsales Workflows under Admin Settings > Workflow.