Migrate from Entrata to Odoo CRM

Entrata residents map to Odoo res.partner records with partner_type='contact'. Core contact fields including name, email, phone, street address, city, state, and zip code carry over as direct field maps. The resident's Entrata ID is stored in a custom Odoo field (x_entrata_resident_id) to support delta-run de-duplication, ensuring that if the migration runs multiple times, resident records are updated rather than duplicated.

Odoo has no native lease object. We store lease data — term dates, monthly rent, security deposit, renewal status — as custom fields on res.partner. Active lease amounts also create linked sale.order records for accounting traceability. This is a known Odoo limitation for property management use cases.

Entrata properties are represented in Odoo as res.partner records with partner_type='company' so each property has its own contact record. Unit counts and property type store as custom fields. For rent-roll reporting, each unit may also map to a product.product record representing the rental unit.

Entrata vendors map to Odoo res.partner records with partner_type='contact' and the supplier flag enabled. Vendor category assignments such as HVAC, plumbing, landscaping, or electrical services translate to Odoo partner_tags using a value_mapping table to preserve categorization. Vendor contact details including company name, primary email address, and phone number migrate as direct field maps into the corresponding Odoo partner fields.

Entrata maintenance work orders translate to Odoo project.task records under a dedicated 'Maintenance' project. Priority, category (routine, emergency, preventive), scheduled date, and completion notes carry over. The task description field captures the work order summary; detailed notes attach as Odoo attachments.

Entrata payment records (rent, fees, deposits) cannot create Odoo account.move records without a corresponding sale.order or invoice. We store payment history — amount, date, method, status — as a JSON-serialized custom field on the resident's res.partner record. For teams needing full accounting traceability, we recommend rebuilding payment recording in Odoo's Accounting app post-migration.

When Entrata contains commercial tenant prospects alongside residential data, those prospects migrate to Odoo crm.lead records. Prospect contact information including name, email, phone, and source attribution (website inquiry, referral, walk-in) translates directly to Odoo's crm.lead standard fields. Lead priority levels from Entrata (hot, warm, cold) map to crm.lead priority values using a value_mapping table, preserving the urgency classification established in the source system.

Entrata file attachments including lease PDFs, resident agreements, and vendor contracts download from the source system and re-upload to Odoo as ir.attachment records. Each attachment links to the corresponding res.partner or project.task record depending on its context. File size limits and inline image handling follow Odoo's standard attachment rules; files exceeding Odoo limits are flagged in the migration report for alternative storage handling.

Property owners and stakeholders recorded in Entrata map to Odoo res.partner records using internal user designation. Email-matching against existing Odoo system users resolves owner assignments automatically when email addresses align. For owners without matching Odoo user accounts, the migration flags these contacts in a pre-flight report requiring manual Odoo user creation before the migration cutover runs, ensuring proper access provisioning from day one.

User-defined properties in Entrata (custom fields on residents, leases, or work orders) create Odoo custom fields using Studio or the ir.model.fields API. Field types map to Odoo types: text fields become char, numeric fields become float or integer, pick-lists become selection fields with value_mapping.

Entrata automations (rent reminders, lease renewal alerts, maintenance routing) are destination-side logic with no Odoo equivalent at the data layer. We export Entrata workflow definitions as a structured JSON file your Odoo admin can use as a rebuild reference in Odoo's Automations (ir.actions.server) or Studio workflow builder.

Entrata reports (NOI, rent roll, vacancy, lease expiration) have no Odoo equivalent because the underlying data model differs. The data supporting those reports — rent payment history, lease terms, vacancy records — does migrate. Report rebuilding is a post-migration task using Odoo Spreadsheet or custom SQL views.