Migrate from Entrata to Pipedrive

Entrata prospects applying for leases map directly to Pipedrive Persons. The Person record receives the prospect's name, email, phone, and custom fields from Entrata. Owner assignment resolves by email match against Pipedrive users. Any Entrata prospect source (website inquiry, referral, walk-in) migrates as a label on the Person record. Duplicate detection runs on email address to prevent double-entry during the migration import phase.

Current residents map to Pipedrive Persons for post-lease relationship tracking. Resident status (active lease, renewal candidate) is preserved as a custom field on the Person record since Pipedrive has no native lease-status concept. Move-in date and unit number migrate as custom fields on the Person record for reference. Linking the Person to the Organization (property) establishes the resident-to-property relationship in Pipedrive.

Entrata companies representing property owners or management companies map to Pipedrive Organizations. Company address, domain, and industry fields migrate to Organization fields. Parent-company hierarchies in Entrata map to the Organization's parent relationship in Pipedrive, preserving multi-tier ownership structures. All contact persons associated with the company in Entrata link to the Organization via Person records after migration completes.

Entrata vendors (maintenance contractors, suppliers) map to Pipedrive Organizations but are tagged with a custom Vendor_Type__c field since Pipedrive has no native vendor object. Vendor contact persons link to the Organization via Person records. We also preserve the vendor's service categories (HVAC, plumbing, electrical) as multi-select custom fields so your team can filter Pipedrive Activities by vendor specialty when assigning work-order follow-ups.

Entrata lease applications with status and deposit amounts map to Pipedrive Deals. Application status (Pending, Approved, Denied) maps to pipeline stages in the configured Pipedrive pipeline. The deposit amount becomes the Deal's monetary value field. The associated Person (applicant) and Organization (property) link via standard Pipedrive deal relationships. Application date and intended move-in date migrate as custom date fields on the Deal.

Active Entrata leases with monthly rent values map to Pipedrive Deals with stage set to 'Lease Active' or a configured equivalent. Monthly rent amount migrates as Deal value with an Annual_Rent__c custom field for reporting. Lease end date maps to expected_close_date for renewal pipeline visibility. The linked Person (resident) and Organization (property) are connected via Pipedrive's standard deal linkage, maintaining the resident-property association.

Entrata renewal workflows require splitting into two Pipedrive records: the original lease Deal (marked Closed Won) and a new renewal Deal (stage = 'Renewal In Progress') linked to the original. This preserves the original deal history while creating a fresh pipeline record for the renewal. The renewal Deal inherits relevant custom fields from the original, and the Pipedrive activity timeline shows the full lease history across both deal records.

Entrata property and unit data has no Pipedrive equivalent. We preserve property name, unit count, and unit type as custom fields on the Organization record for reference. Detailed unit-level data is exported as a separate CSV for manual linking or future custom-object setup. The migration workbook lists every unit field from Entrata and its recommended disposition in Pipedrive, whether as a custom field, CSV export, or manual rebuild item.

Entrata work orders track maintenance tasks for properties. Pipedrive has no work-order object. We export work orders as structured Activity records (Task type) with custom fields for property address, priority, and vendor assignment, but Pipedrive's native task model does not support the full work-order lifecycle. For complete work-order tracking, FlitStack recommends a separate maintenance management tool integrated via Pipedrive webhooks after migration.

Entrata prospect communications and property showings map to Pipedrive Activities of the corresponding type (call, meeting). Original timestamps, owners, and linked Person/Organization associations are preserved. Subject and notes migrate to Activity fields. Property showing activities include the property address as a custom field on the Activity record so your team can identify which property was toured without opening the linked Organization record.

Lease documents, applicant files, and property images attached to Entrata records are re-uploaded to Pipedrive as file attachments on the corresponding Person, Organization, or Deal record. File size limits (Pipedrive supports up to 50MB per file) apply. Documents exceeding this limit are flagged in the migration report and can be stored in a linked Google Drive or Dropbox folder with the URL recorded as a custom field in Pipedrive.

Entrata Enterprise custom objects (additional to standard modules) are mapped to custom fields on the nearest Pipedrive object (Person or Organization). N:N relationships between custom objects in Entrata require junction records in Pipedrive, which are created as linked Person or Deal records with a relationship type custom field. Every custom object field is inventoried in the migration workbook with its source object, data type, and recommended Pipedrive destination before migration runs.