Migrate from D-Tools to Freshsales

D-Tools clients are companies (organizations) with contact persons. Primary contact maps to Freshsales Contact; the client organization maps to Freshsales Account. Additional contact persons within the client become secondary Contact records linked to the same Account. The mapping preserves the original client identifiers and creation timestamps, ensuring audit continuity. When a client has multiple contacts, each contact's role and department are recorded as custom fields to retain hierarchy information.

Individual contact persons within D-Tools clients map directly to Freshsales Contacts. Name, email, phone, job title, and address fields map field-by-field. Each contact links to the corresponding Account record. Phone numbers are normalized to E.164 format, and any missing required fields trigger a pre‑migration review. The mapping also captures the contact’s primary flag to designate the main point of communication.

D-Tools projects (proposals, active installations, service jobs) map to Freshsales Deals. Project name becomes Deal name; project value or proposal total maps to Deal amount. Project status maps to Deal stage via value mapping against Freshsales pipeline stages. Project attachments and notes are linked to the Deal via the Freshsales Files and Notes objects, preserving all contextual details.

D-Tools locations define installation sites (building name, room, address). Freshsales has no native location object for contact/company addresses. We map primary location to the standard address fields and store additional locations as a custom multi-value text field or JSON field for reference.

D-Tools equipment items (manufacturer, model, description, price) map to Freshsales Products. Product name, SKU, unit price, and description transfer directly. Product catalog in Freshsales supports inventory tracking on Enterprise plans. If the equipment includes serial numbers or warranty information, those are stored as additional text custom fields on the Product record. Pricing tiers and volume discounts are represented using Freshsales price books.

D-Tools labor line items (hours, rate, description) map to Freshsales Products with type 'Service' or stored as custom fields on the Deal. Labor pricing rules from D-Tools need manual reconfiguration in Freshsales Products. Service‑type Products can be associated with Deals as line items, allowing you to track labor revenue separately. Any cost‑plus markup rules from D‑Tools must be re‑implemented as Freshsales product pricing formulas.

D-Tools supports 75 item custom fields across 7 types (text, long-text, list, number, date, boolean, hyperlink). We map these to Freshsales custom fields by type: text→text, number→number, date→date, boolean→checkbox. List fields require value mapping. Hyperlink fields store as text URL.

D-Tools service plans store billing frequency, pricing model (fixed/dynamic), and feature lists. These map to Freshsales Deals with custom fields for plan details, or to Products for recurring billing items. Billing logic must be rebuilt in Freshsales workflows. Custom fields capture plan tier, renewal date, and feature flags, while the associated Deal tracks the service revenue.

D-Tools proposals are detailed documents with line items, terms, and pricing. Freshsales has no native proposal object (CPQ is an add-on). We store proposal summary data as Deal notes and key terms as custom fields for reference; the full proposal document is preserved as a file attachment.

D-Tools invoices and payment records map to custom fields on the related Deal (invoice number, total, balance due, payment status). Freshsales lacks native billing; integration with Freshbooks, QuickBooks, or Xero handles billing post-migration. Invoice status, payment method, and due dates are recorded as custom fields on the Deal, and integration with Freshbooks, QuickBooks, or Xero can automate later billing workflows.

D-Tools users and project owners resolve to Freshsales Users by email match. Active users in Freshsales receive record assignments; unmatched owners flagged before migration for team invitation or fallback assignment. Inactive D‑Tools users are archived, and their historical assignments are preserved as custom owner fields for reporting continuity. User roles are mapped to Freshsales team roles to maintain permission structures.

D-Tools file attachments (product images, diagrams, project documents) re-upload to Freshsales Files. File size limits apply; inline images from notes are extracted and rehosted as separate file attachments. Large file uploads are chunked to stay within Freshsales file size limits, and any corrupted files are flagged for manual re‑upload. Attachment metadata such as creation date and uploader are preserved in Freshsales file records.