Migrate from CRM.io by 500apps to Zoho CRM

CRM.io Contact records (name, email, phone, company association) export directly as CSV rows and map 1:1 to Zoho CRM Contacts. We use the email address as the dedupe key during Zoho import. Company association from CRM.io resolves to a Zoho Account lookup that we create first in the migration sequence so that the Account-Contact link is satisfied at insert time. CRM.io does not support custom fields, so every Contact maps to standard Zoho Contact fields only.

CRM.io Lead records (name, source, status, owner) map 1:1 to Zoho CRM Leads. Lead Status from CRM.io maps to Zoho Lead Status picklist values. Owner resolution uses a customer-provided lookup table mapping CRM.io owner names to Zoho User emails, or falls back to email match against the Zoho User table. Any CRM.io Lead with no matching Zoho User is placed in a reconciliation queue for the customer's admin to provision before Leads are imported.

CRM.io Account/Company records (business name, industry, size, address) map to Zoho CRM Accounts. We use Account Name as the dedupe key. The Account must be created before Contact import so that the Contacts module can resolve Account lookup references. Industry and company size map to Zoho standard picklist values; any unmapped values are placed in a custom field for manual review post-migration.

CRM.io Deals (stage, value, close date, owner) map to Zoho CRM Deals. Stage names are inferred from the Deal records themselves since CRM.io has no API to retrieve the active pipeline configuration. We map each distinct stage value in the export to a Zoho Stage in the customer's target pipeline, configuring the Zoho pipeline before import. The Account-to-Deal link uses a compound key (Account Name + Deal Name) since there is no API to retrieve stable record IDs from CRM.io.

CRM.io Activities export as CSV rows with type, subject, date, and associated Contact or Deal name. Parent record ID is not reliably preserved in CSV exports. We reconstruct Activity-to-Contact and Activity-to-Deal associations using date plus subject matching as a fallback, and customer-provided record name lookups. Calls map to Zoho Tasks with Task_Type = Call; emails map to Zoho Emails; meetings map to Events; standalone tasks map to Zoho Tasks. Activity timeline ordering is preserved by setting the Zoho Activity date to the original CRM.io timestamp.

CRM.io Document Management module stores file attachments with metadata (filename, type, associated record). CSV exports capture metadata only, not binary files. We export the document metadata as a Zoho Notes entry on the related record (Contact, Account, or Deal), and handle binary file transfer as a separate bulk transfer step via secure shared storage. The customer receives the file package with a mapping CSV linking each filename to its target Zoho record ID for manual re-upload or guided bulk re-upload.

CRM.io exports Tags as comma-separated values on Contacts and Deals. We parse the CSV column and expand Tags into Zoho CRM Multi-Select Picklist fields. We recommend creating a dedicated Zoho field (Tag or Labels) before migration so that the field ID is available during the import batch. If the customer's Zoho edition does not support Multi-Select, Tags fall back to a Text field with pipe-separated values.

CRM.io assigns record ownership to Users. We extract distinct owner names from every exported CSV and match them against the Zoho destination's User list by email address. Owner names without a Zoho User match enter a reconciliation queue. The customer's Zoho admin provisions any missing Users (active or inactive) before we proceed with record imports that require an OwnerId reference.

CRM.io pipeline stages are configurable within the UI but have no API export. We infer stage order and names from the Deal records in the CSV export by analyzing the distinct stage values and their relative frequency. We pre-configure the Zoho CRM Pipeline and its Stages before Deal import begins, mapping each CRM.io stage value to a corresponding Zoho Stage. Probability values are assigned as approximate percentages unless the customer provides historical stage-close-rate data during scoping.

CRM.io explicitly states 'Customization Possible: No' in published specifications. There are no documented custom fields, custom objects, or extended schemas to migrate. The CRM.io export contains only standard object fields. Zoho custom fields and custom modules are available post-migration in the customer's Zoho CRM but cannot be populated from the source because the source has no extended data.

CRM.io Email Templates exist within the CRM.io UI but are not accessible via CSV export. We do not migrate Email Templates as part of the standard scope. Customers should manually export templates from the CRM.io UI as HTML files and import them into Zoho CRM's Email Templates section post-migration. We flag this step in the migration checklist delivered at handoff.