Migrate from D-Tools to Zoho CRM

D-Tools Client is the primary company/contact parent record. We map it to Zoho Account (Organization) with the Client name as Account Name, phone as Phone, and address fields mapped directly. For Clients with a single named contact, we also create a corresponding Zoho Contact record linked via Account Name lookup.

D-Tools stores one primary contact per Client (name, email, phone). We map to Zoho Contact with First Name, Last Name (parsed from the full name string), Email, and Phone. The Contact links to the migrated Account via Account Name matching. Secondary contacts on the Client require additional extraction and import as related Contact records.

D-Tools Projects are the core work-order entity with status, scheduled dates, and line-item scopes. We map to Zoho Deal (which Zoho labels as 'Potentials' in some UI contexts) with Project name as Deal Name, projected revenue from line items as Amount, and the Project status mapped to a custom Stage field since Zoho Deal stages are sales-pipeline oriented, not installation-status oriented.

D-Tools Project tasks (checklist items, milestones, and assignments) migrate as Zoho Tasks. Task Subject maps from task name, Due Date from the task due date, and Status from D-Tools completion flag (Complete maps to 'Completed', open maps to 'Not Started'). Owner assignment resolves via email match against Zoho users.

D-Tools change orders modify accepted proposals with separate pricing. We preserve change order records as a custom multi-line field on the Zoho Deal — storing the CO number, description, amount delta, and approval status. Multiple change orders on a single Project become multiple line entries in the custom field or separate child Deals depending on your Zoho configuration preference.

D-Tools Service Plans store recurring maintenance agreements with plan lengths (monthly/annual), billing frequencies, features, and tax rates. Zoho CRM has no native equivalent. We create a custom Service_Plan__c module in Zoho with fields for Plan Name, Billing Frequency, Monthly/Annual Price, Features (multi-select), and a lookup to the Account. The plan status (Active/Expired) migrates as a pick-list field.

D-Tools stores drawings, photos, and documentation on Projects. We download each file and re-upload to the corresponding Zoho Deal as an Attachment. File size limits: Zoho caps individual attachments at 25MB. Larger files (e.g., CAD drawings) are flagged before migration so you can choose to store them externally and link via URL custom fields instead.

D-Tools users (sales reps, technicians, project managers) are resolved by email match against Zoho CRM users. Unmatched users are flagged before migration — you either invite them to Zoho first or assign records to a fallback Zoho user. D-Tools roles and permission sets (Admin, Technician, Sales) have no direct Zoho equivalent and must be reconfigured in Zoho Profiles and Roles post-migration.

D-Tools Locations store installation-site addresses used across projects. If the location is a new site not yet in D-Tools as a Client, we create a separate Location record in Zoho as an Account with a Location Type custom field set to 'Installation Site'. The billing address remains on the Client-Account; the site address attaches to the Deal via custom address fields.

D-Tools maintains an integrated product library with manufacturer, model, description, and dealer pricing. We map these to Zoho Products with the product name, unit price from dealer pricing, and manufacturer as a custom field. Inventory quantity (if tracked in D-Tools) migrates to Zoho Product quantity on hand only if you enable inventory management in Zoho.

D-Tools Project line items include products, labor, and miscellaneous charges with quantity, unit price, and extended price. We merge these into Zoho Deal Line Items linked to the migrated Product records, preserving quantity and pricing. Labor line items without a product counterpart migrate as a generic Zoho Product named 'Installation Labor' or as a custom line item field depending on your Zoho configuration.

D-Tools Workflow Rules trigger notifications and actions based on SI entity criteria. These cannot migrate to Zoho — the trigger conditions, action types, and entity model differ fundamentally. We export your D-Tools Workflow Rule definitions as a structured JSON reference file so your Zoho admin can rebuild equivalent rules in Zoho Blueprint or Deluge scripts. Automations must be rebuilt; they are not transferred automatically.