Migrate from BookingKoala to Freshsales

BookingKoala customers map directly to Freshsales Contacts. The customer name, email, phone, address, and status fields translate to Freshsales Contact fields. Customer create dates are preserved in a custom datetime field since Freshsales CreatedDate reflects migration time. Customers without an email are flagged for manual review because Freshsales requires a valid email format for contact creation via API.

BookingKoala providers are service-deliverer records that need to become both Freshsales Contacts (for customer-provider association) and system Users (for booking ownership). Provider email is matched against Freshsales Users by email address — matched providers become record owners on migrated bookings; unmatched providers are flagged and assigned to a fallback owner. Provider scheduling preferences do not transfer.

Each BookingKoala booking becomes a Freshsales Deal. The booking ID is stored in Source_Booking_ID__c for traceability. Booking status (confirmed, pending, completed, cancelled) migrates to a custom pick-list field Deal_Booking_Status__c. Provider, service category, frequency, location, and pricing parameters migrate as additional custom fields. The customer on the booking links to the migrated Contact via Freshsales Deal contact role.

BookingKoala booking statuses — confirmed, pending, in_progress, rescheduled, completed, no_show, cancelled — have no native Freshsales equivalent. We create a custom pick-list field Deal_Booking_Status__c on the Deal object and map each BookingKoala status value by-value. The payment status (paid, partially_paid, unpaid) maps to Deal_Payment_Status__c separately.

BookingKoala industries (home cleaning, pet grooming, moving, car repair) map to a custom pick-list field Deal_Industry__c on the Deal. If the industry name matches a Freshsales Account Industry pick-list value, we also populate Account.Industry for reporting by segment. Custom industry names are preserved verbatim in Deal_Industry__c.

BookingKoala service categories with fixed pricing map to Freshsales custom fields. Categories with recurring pricing or product-line complexity map to Freshsales Products linked to Deals via Deal Products. The mapping decision is made per category based on the number of pricing parameters and frequency configurations stored in BookingKoala.

BookingKoala booking forms (Form 1 through Form 5) with their pricing-parameter keys and values do not have a Freshsales equivalent. These are stored as custom fields on the Deal: Deal_Form_Type__c (numeric form ID), Deal_Pricing_Parameters__c (serialized key-value JSON string for reference), and Deal_Form_URL__c (the original booking form link). Custom form query parameters (service_id, frequency_id, zipcode) are preserved individually as Deal_Form_Service_ID__c, Deal_Form_Frequency_ID__c, Deal_Form_Zipcode__c.

BookingKoala invoices are not standalone objects in Freshsales — we embed invoice data into the associated Deal. Invoice number maps to Deal_Invoice_Number__c, invoice date to Deal_Invoice_Date__c, payment status to Deal_Payment_Status__c, subtotal to the native Amount field if no other booking amount exists, and line items serialized into Deal_Line_Items__c. Payment method, discounts, and tax are stored as additional custom fields on the Deal.

BookingKoala locations (business locations and customer service addresses) are stored as address text in bookings. We create Deal_Location__c for the location name and Deal_Address__c for the full address string. Freshsales Accounts have a native address structure, but since BookingKoala locations are service-location references rather than company records, we attach them as Deal custom fields rather than creating Account records for each location.

BookingKoala file attachments (customer documents, provider certificates, booking receipts) are downloaded and re-uploaded to Freshsales Files associated with the relevant Contact or Deal record. File size limits of Freshsales apply — files exceeding the plan limit are flagged. Inline images in BookingKoala notes are extracted and hosted as separate file attachments.

BookingKoala email campaigns, smart scheduling rules, Zapier automations, and notification templates do not have equivalents in Freshsales and cannot be migrated programmatically. We export workflow definitions as a reference JSON file for the Freshsales admin to use as a rebuild guide for Freshsales Workflows and Sales Sequences. The rebuild work is outside the migration scope.

BookingKoala booking reports (revenue by service, provider utilization, no-show rates) are not transferable to Freshsales dashboards. The underlying booking data (amounts, statuses, dates, providers) does migrate into Freshsales Deals and custom fields, so the reports can be rebuilt in Freshsales Reports once the schema is live. BookingKoala's historical data is preserved in the migrated records.