Migrate from Bidtracer to Zoho CRM

Bidtracer contacts with an active deal or project status map to Zoho CRM Contacts. Contacts without a linked deal or in early-stage pipeline status map to Zoho Leads. The split is based on Bidtracer's contact-stage field — we preserve the original stage value as a custom field in Zoho for continuity.

Bidtracer companies map 1:1 to Zoho CRM Accounts. Company hierarchies (parent/child) map to the Account ParentId lookup field. Multi-contact companies (Bidtracer allows N:N) are handled by creating one primary Account and relating all contacts; secondary company associations are preserved as a custom multi-select field for reference.

Bidtracer deals map to Zoho CRM Deals with the deal name, amount, stage, and close date transferred directly. Bidtracer's bid stage labels (e.g., Bid Sent, Bid Won, Bid Lost) are mapped value-by-value to Zoho Deal Stage names — we deliver the stage-mapping table before the migration runs so your team can align Zoho stage names with your existing bid lifecycle.

Bidtracer projects have no native Zoho CRM equivalent. We create a Zoho Custom Module called 'Projects' with custom fields mirroring Bidtracer's project record: project name, status, start/end dates, linked Account lookup, linked Deal lookup, and project type. The custom module is linked to the Account and Deal via lookup fields to preserve the relationship graph.

Bidtracer's bid tracking module — including bid number, bid amount, subcontractor invitations, and proposal status — migrates to a Zoho Custom Module called 'Bids.' We map bid status values (Invite Received, Bid Submitted, Awarded, Lost) to a custom picklist in the Bids module. Invited subcontractors are stored as Contacts with a custom 'Subcontractor' type label.

Bidtracer owner assignments on contacts, companies, and deals are resolved by matching owner email addresses against Zoho CRM users. Unmatched owners are flagged before migration — your team either pre-creates the Zoho user or assigns records to a designated fallback user. Owner history is preserved as a custom text field on each record.

Bidtracer call logs migrate as Zoho Tasks with Type='Call', original timestamps, duration, and outcome notes preserved. Emails are stored as Zoho Tasks with Type='Email' and the email body in the description field. Meetings migrate as Zoho Events with start/end times and attendee lists. Notes migrate as Zoho Notes attached to the parent record.

Bidtracer file attachments on contacts, companies, deals, and projects are downloaded and re-uploaded to Zoho CRM as Files linked to the corresponding record. We preserve the original filename, MIME type, and upload date. Large files (>25MB per Zoho's limit) are flagged for chunked upload or manual handling.

Bidtracer's BAC Estimating and Security Estimating modules store line-item cost data tied to construction trades. This data has no native Zoho CRM equivalent. We extract the estimate header, line items, and totals into a Zoho Custom Module called 'Estimates' linked to the related Account and Deal — but the estimating tree structure and trade-specific calculations cannot be preserved and must be rebuilt in Zoho Creator or a dedicated estimating tool.

Bidtracer's service agreement and service repair records migrate to a Zoho Custom Module with fields for agreement type, start/end dates, equipment details, and linked Account. Recurring service schedules are stored as custom date fields — Zoho's Blueprint can be used to rebuild reminder workflows for renewal dates after migration.

Bidtracer's Invitation To Bid records — containing plan room links, addenda, and invitation status — migrate to a custom ITB module linked to the parent Bid record. Document URLs pointing to Bidtracer's plan room cannot be migrated; we flag these for manual re-hosting in Zoho's document management or an external plan room.

Bidtracer's internal record IDs are stored on every migrated record as a custom field (Source_Bidtracer_ID__c) to enable delta-run de-duplication, traceability back to the source system, and support for Zoho's Upsert operation if a second migration pass is needed. This ID field is also referenced in migration audit logs and reconciliation reports.