Migrate from BookingKoala to Zoho CRM

BookingKoala customers map to Zoho Contacts. The customer's name, email, phone, and address fields carry over directly. BookingKoala's referral credit balance migrates as a custom currency field (Referral_Credit__c) on the Contact. Customers without an email are flagged before migration because Zoho Contacts require an email field for some workflow triggers. FlitStack validates email presence during the pre-flight audit and can create placeholder records or skip those customers pending email resolution.

If the BookingKoala customer has an associated company or organization name stored in a custom field, that becomes a Zoho Account. The Contact links to the Account via Account Name lookup. If no company field exists, the Contact is created standalone and can be linked to a default 'Individual Customers' Account record for reporting grouping.

BookingKoala providers who are internal employees resolve to Zoho Users by email match. The provider's name and contact email map to the Zoho User's First Name, Last Name, and Email. Provider availability settings do not migrate — Zoho's Calendar module handles availability separately, and staff scheduling is rebuilt using Zoho Calendar or the Zoho Bookings integration.

BookingKoala providers who are external contractors or part-time staff map to Zoho Contacts with a custom Provider_Type__c pick-list set to 'External'. Their email and phone carry over. External provider availability does not migrate — rebuilt using Zoho Calendar sharing or the Zoho Bookings connector.

Each BookingKoala booking becomes a Zoho Deal. The booking date and time map to Deal Created Date and a custom Booking_DateTime__c field. The booking status (scheduled, confirmed, in-progress, completed, cancelled) maps to StageName via a value-mapping table. The total booking amount maps to Deal Amount. A custom Booking_ID__c field stores BookingKoala's internal ID for traceability.

BookingKoala services rendered within a booking — base service, add-ons, surcharges, tips — map to individual custom fields on the Deal (Base_Service__c, Addon_1__c, Addon_2__c, Surcharge__c, Tip__c). The number of service line custom fields depends on how many service types exist in the booking form. Services can alternatively be created as Zoho Products and linked via a related list if the admin prefers a price-book model.

BookingKoala booking forms represent industry verticals (e.g., Home Cleaning, Pet Grooming, Car Repair). The industry name migrates as a custom pick-list field Industry_Type__c on the Deal so Zoho reports can filter by booking category. Multiple industries create multiple pick-list values — no separate module is needed in Zoho.

BookingKoala invoices and payment records (including card hold status, payment method, tips, parking fees) migrate as custom fields on the Deal (Payment_Status__c, Payment_Method__c, Amount_Paid__c, Card_Hold__c, Tip_Amount__c, Parking_Fee__c). If invoices include PDF attachments, those re-upload to the Deal's Attachments section. Full invoice history requires a Zoho Invoice module setup beyond the standard migration scope.

BookingKoala checklist items attached to a booking map to Zoho Tasks linked to the Deal. The task subject carries the checklist item name, the original completion status maps to Status (Pending / Completed), and the provider who completed the item resolves to the Task Owner by email match. Subtasks on checklist items map as individual Tasks under a parent Task using Zoho's sub-task structure.

BookingKoala customer notes or comments on bookings migrate as Zoho Notes attached to the Contact or Deal. Original timestamps and the note author (provider name) are preserved in the note metadata. Rich-text formatting is retained where BookingKoala supports it.

BookingKoala referral credits stored per customer (e.g., a credit balance from a referral reward) migrate as a custom currency field Referral_Credit__c on the Contact record. Zoho does not have a native referral credit engine — the balance is preserved for reference and can be used to inform future billing or discount decisions in Zoho.

BookingKoala email campaigns and automations do not migrate. Zoho CRM uses Blueprint and workflow rules for automation, which have a different configuration model. FlitStack exports BookingKoala's automation definitions as a reference document so the Zoho admin can rebuild equivalent triggers and email sequences in Zoho Campaigns or via workflow rules.