Migrate from Entrata to Freshsales

Entrata contacts who are prospective or current residents map directly to Freshsales Contacts. Name, email, phone, and address fields translate 1:1. Entrata contacts without a resolved company association land as Freshsales Contacts with no AccountId until a match is found.

Entrata company records (often property management companies or owner entities) map to Freshsales Accounts. Company name, address, and industry fields map directly. Large Entrata portfolios with many properties under one company entity become multiple Account records or a parent-account hierarchy in Freshsales.

Entrata Property records translate to Freshsales Accounts with a Property_Type__c custom field set to 'Rental Property.' Property-level attributes — unit count, property class, market rent range — migrate as custom fields on the Account. Each Entrata Property becomes one Account, allowing portfolio reporting via Freshsales custom reports.

Entrata Units do not have a native Freshsales equivalent. For portfolios under 500 units, unit details (unit number, bedrooms, bathrooms, market rent) migrate as a JSON blob in a Custom_Field__c text area on the parent Account. For larger portfolios, a Freshsales Custom Object named 'Unit' is created with a lookup to the parent Account.

Entrata Lease records capture rent amount, security deposit, lease start/end dates, and renewal status. These fields migrate as custom fields on the linked Freshsales Account. Active leases with upcoming renewal dates can also generate a Freshsales Deal record to trigger sales follow-up for lease renewals — a common pipeline use case for property management CRMs.

Entrata Work Orders map to Freshsales Tasks. The work order subject, description, priority, status, assigned user, and created date migrate as Task fields. Original timestamps and owner assignments are preserved. Completed work orders become closed Tasks; open work orders retain their status for follow-up in Freshsales.

Entrata Vendor records map to Freshsales Accounts with a Vendor_Type__c custom field set to 'Vendor.' Vendor contact information, service categories, and contract status migrate as standard and custom fields on the Account. Vendor relationships are not CRM-native in Freshsales but are commonly tracked via Account records.

Entrata activity records — move-in confirmations, move-out notices, rent payment logs — have no native Freshsales equivalent. These migrate as Freshsales Notes attached to the corresponding Contact or Account, preserving the original event date, description, and associated Entrata user who logged the activity.

Entrata user accounts are matched to Freshsales users by email address. The Entrata user's name, role, and assigned properties migrate as a reference map. Users with no matching Freshsales account are flagged before migration so your team can provision accounts or reassign records to a fallback owner.

Entrata custom fields on Properties, Residents, and Leases require Freshsales custom fields to be created before migration. Field types are mapped: text to text, number to number, pick-list to pick-list. Entrata property classification fields (e.g., 'Property Class A/B/C') become Freshsales pick-list custom fields on the Account object.