Migrate from Civicrm to Freshsales

CiviCRM Individual subtype contacts map directly to Freshsales Contact records. We extract first_name, last_name, email, phone, address, and all standard contact fields. Any Individual-specific custom fields (prefixed Custom_ in APIv4) map to Freshsales custom fields on the Contact module. The Freshsales contact_type field is set to individual. If the CiviCRM contact has multiple email addresses, we migrate the primary to email and store secondary addresses in Freshsales custom fields.

CiviCRM Household subtype maps to Freshsales Contact with a custom field civicrm_contact_type__c set to Household. Household address becomes the contact address. Since Freshsales has no native Household object, we use a Contact plus a naming convention (Household Name) and a custom flag to preserve the distinction. If the destination also uses Accounts for organizations, the customer chooses during scoping whether Households remain Contacts or convert to a Company record with household flag.

CiviCRM Organization subtype contacts map to Freshsales Account. Organization name becomes Account Name, and the primary address maps to Billing Address. For small organizations that should also be contacts, we create both an Account and a Contact record linked via the Account lookup. Email, phone, and website (if present) transfer to the corresponding Account fields. Organization custom fields land on the Account as custom fields.

CiviCRM Activities map to Freshsales Task or Event based on activity type. Meetings and events become Freshsales Event records with Start Time, End Time, and Location preserved. Calls, emails, and general activities become Task records with Subject, Description, and Due Date. Assignee maps to the Freshsales User lookup (resolved by email during migration). Activity type label is preserved in a custom field for audit. CiviCRM activities tied to a case chain are linked to the corresponding Freshsales entity.

CiviCRM multi-record custom groups appear as separate entities with a Custom_* prefix in APIv4. We reconstruct these as Freshsales custom fields on the relevant module (Contact, Account, or custom module). Custom field types are mapped: text fields, picklists, and date fields map to Freshsales equivalents; multi-select picklists map to Freshsales multi-select fields. For high-volume multi-record tables (exceeding approximately 20 records per parent), we paginate the export to stay within CiviCRM API limits.

CiviCRM static Groups map to Freshsales Segments (static lists). We export the GroupContact table, resolve each contact to its Freshsales equivalent ID, and create Segment membership records. Group hierarchy (parent and child groups) is preserved as a naming convention in Freshsales segment names. The count of groups in scope determines the segment import volume and time.

CiviCRM Smart Groups use live database query conditions and cannot be reproduced as dynamic queries in Freshsales, which supports static segments only. We evaluate each Smart Group during scoping, export the current query result set as a static list, and document the original Smart Group criteria in a written handoff so the customer's admin can rebuild the logic using Freshsales filters or workflow conditions post-migration.

CiviCRM Contributions (donations, payments, in-kind gifts) have no native Freshsales equivalent. We map them to Freshsales Deals with a custom field civicrm_entity__c set to Contribution, preserving financial_type, total_amount, currency, receive_date, and payment_instrument. If the organization has multiple contribution types, we set the Deal name to a descriptive label combining contact name and contribution type. Price set line items (for tiered or bundled contributions) are stored as Deal custom fields or a linked Notes record.

CiviCRM Membership records map to Freshsales Contact custom fields (membership_type__c, membership_status__c, membership_start_date__c, membership_end_date__c) plus a Segment membership for each active membership type. We preserve the membership ID as a custom field for reconciliation. Membership Price Sets with tiered pricing are documented in the handoff and optionally mapped to Freshsales plan or product equivalents if the customer uses Freshsales subscription management.