Migrate from Case.one to Freshsales

Case.one client records map directly to Freshsales Contacts with Account association. Individual attorney contacts map to Contact records; law firm or corporate client organizations map to Account records. The client_type field in Case.one determines whether the record lands as a primary Contact under an Account or as a standalone Contact.

Case.one Matters do not map 1:1 to Freshsales Opportunities because legal matters have billing and milestone semantics that Opportunity Stage does not capture. We create a Legal_Matter__c custom object for matters that need billing history and time tracking, or map simple matters directly to Opportunities with a Matter_Type__c custom field to distinguish practice areas.

Case.one time entries become Freshsales Tasks with custom fields: Time_Entry_Duration__c (decimal hours), Billing_Code__c (text), Billed_Status__c (checkbox), and Matter_Link__c (lookup to Legal_Matter__c or Opportunity). The original time entry date is preserved in the Task Activity Date field. Billed time entries are flagged for reference but not re-created as invoices.

Case.one invoices map to a Legal_Invoice__c custom object because Freshsales has no native billing module. Each invoice record stores invoice_number, invoice_date, total_amount, balance_due, payment_status, and a lookup to the associated Contact/Account. Outstanding balances and payment history are preserved for reference; the invoice PDF URL is stored as a text field if available via Case.one export.

Case.one documents attached to matters are downloaded and re-uploaded as Freshsales Files associated with the corresponding Contact, Account, or Legal_Matter__c record. Freshsales 25MB per-file limit applies; files larger than this are flagged for chunked upload or alternative storage. Inline images in notes are extracted and rehosted separately.

Case.one users (attorneys, paralegals, admins) are resolved by email match against Freshsales User records. Unmatched users are flagged before migration — the team either invites them to Freshsales or assigns their Case.one records to a fallback user. Case.one role (Attorney, Paralegal, Admin) is preserved as a custom field on the Freshsales User record for reporting.

Case.one calendar events and filing deadlines migrate as Freshsales Events with original start/end datetime, subject, and attendee information preserved. A custom Deadline_Type__c field distinguishes filing deadlines from internal meetings. Recurring events are expanded to individual Event records in Freshsales since the native recurring event model differs.

Case.one custom fields (practice area, case subtype, jurisdiction, court) migrate as Freshsales custom fields with identical pick-list values where possible. Freshsales field naming conventions apply — spaces become underscores, special characters are stripped (Practice_Area__c, Jurisdiction__c). Value-by-value mapping is applied for pick-list fields to ensure consistent terminology.

Case.one trust account transactions do not map to any Freshsales standard object. We create a Trust_Transaction__c custom object with fields: transaction_date, transaction_type (deposit/withdrawal), amount, matter_link, running_balance. The trust accounting ledger is preserved for compliance reference but Freshsales does not enforce trust accounting rules — your team manages compliance separately.

Case.one referral sources (client referrals, vendor referrals, marketing leads) merge into Freshsales Lead records with a Referral_Source__c custom field preserving the original source label. If the referral already exists as a Case.one Contact, it is merged into the corresponding Freshsales Contact by email match to avoid duplicate records.