Migrate from Bidtracer to Freshsales

Bidtracer has no documented public API — migrations use support-assisted file exports

Bidtracer does not publish a public REST API for automated data extraction. Migrations rely on file exports generated by Bidtracer support, typically delivered as CSV or ZIP archives on request. This means FlitStack cannot run incremental API pulls or webhooks against Bidtracer during delta-pickup — all Bidtracer data arrives as a batch export before the migration run. Teams should request the export file as early as possible in the migration timeline and verify that all modules (Leads, Contacts, Accounts, Deals, Activities) are included in the export before FlitStack begins mapping. The export file structure must be reverse-engineered from the first delivery, which adds 1–3 days of preparation time compared to API-to-API migrations.

Freshsales API rate limits vary by plan tier and can throttle migration throughput

Freshsales API rate limits are tied to the subscription plan: Growth caps at 1,000 requests per hour, Pro at 2,000, and Enterprise at 5,000. Bidtracer exports typically contain all records in a single batch file, which must then be loaded into Freshsales via API calls — each record create, custom field update, and association write counts against the limit. Teams on Growth or Pro plans may experience longer migration windows because FlitStack throttles API calls to stay within the plan limit. The Freshsales rate limit is per application token; FlitStack distributes load across multiple tokens when available. Upgrading to Enterprise during migration is one option to accelerate the load — FlitStack can pause and resume without re-running the full migration.

Bidtracer custom properties do not map to standard Freshsales fields — custom field creation required

Bidtracer stores construction-specific metadata (bid values, trade categories, cost codes, O&M tool references) as custom properties per module. Freshsales has no standard fields for these concepts — every Bidtracer custom property requires a corresponding Freshsales custom field to be created in Admin before data loads. Custom field creation in Freshsales is straightforward but must happen before the migration run to avoid type mismatches (numeric values landing in text fields, breaking reporting). FlitStack inventories every Bidtracer custom property during the mapping phase and delivers a custom field creation checklist for the Freshsales admin to complete. Fields created during migration rather than before it delay the timeline.

Bidtracer bid lifecycle stages must be mapped to Freshsales pipeline stages value-by-value

Bidtracer uses a bid-lifecycle model with stages such as Prospect, Bid Sent, Awarded, and Lost — these labels are not standardized across Bidtracer instances and often vary by contractor workflow. Freshsales pipeline stages are configurable per pipeline and have their own pick-list values. There is no automatic translation between Bidtracer stage names and Freshsales stage names — FlitStack builds a value-mapping table during the discovery phase, matching each Bidtracer stage label to the corresponding Freshsales stage. Probability weights also need to be mapped: Bidtracer may not store explicit win probability, so FlitStack applies Freshsales's default stage probabilities unless the Bidtracer data includes historical close rates. Incorrect stage mapping causes deals to land in the wrong pipeline stage at migration, affecting reporting immediately after cutover.

Bidtracer attachments and file links require re-upload to Freshsales Files

Bidtracer stores file attachments (proposals, drawings, submittals, O&M documents) and maintains links to plan-room documents and external references. These do not transfer as live URLs in Freshsales — each file must be downloaded from Bidtracer (or the associated plan-room URL) and re-uploaded to Freshsales Files. If Bidtracer stores files on its own servers and does not include file blobs in the export, FlitStack downloads files via the authenticated Bidtracer session before re-uploading. File size limits apply per Freshsales plan (2GB per user on Growth, 5GB on Pro, 100GB on Enterprise). Very large drawing sets common in mechanical and electrical bids may exceed per-upload limits and require chunking or alternative storage with a link note in Freshsales.