Migrate from Entrata to Salesforce Sales Cloud

Entrata Property maps directly to Salesforce Account — property name becomes Account Name, address fields map to BillingAddress. Property type (apartment, townhome, commercial) becomes a custom pick-list on Account or maps to Industry/Type field depending on value set. Parent Property relationships in Entrata map to Account.ParentId for portfolio hierarchies.

Entrata Unit has no Salesforce native equivalent — Units exist within Properties but Salesforce Accounts don't have a built-in sub-record model. We create a Unit__c custom object with a lookup to the Property Account, storing unit number, floor plan, sq footage, bedrooms, bathrooms, and current status (vacant/occupied). Unit availability dates migrate as custom date fields.

Entrata Resident maps to Salesforce Contact — resident name, email, phone, and address become standard Contact fields. The Contact's AccountId lookup points to the Property Account where the resident holds their active lease. Historical resident records (prior tenants) migrate as Contacts with an Inactive_Resident__c flag and lease-end date preserved.

Entrata prospects who have inquired but not leased map to Salesforce Lead. Prospect source (website, walk-in, referral) maps to LeadSource. Qualification notes and preferred move-in dates migrate to custom fields on Lead. Once a prospect signs a lease, the Lead converts to a Contact linked to the Property Account.

Entrata Lease has no Salesforce equivalent — it requires a custom Lease__c object. Key fields migrate: lease start/end dates, monthly rent, security deposit, pet fee, renewal status, and lease type. Lease__c has a lookup to the Property Account (AccountId) and to the resident Contact. Lease stage (active, expired, month-to-month) maps to a custom Status__c pick-list.

Entrata payment history (rent transactions, deposits, fees) does not map cleanly to Salesforce — Salesforce has no native billing object. We migrate payment summary data (total paid, balance due, last payment date) as custom fields on Lease__c. Detailed transaction history is exported as a related list via custom Payment__c records or kept as a reference export file.

Entrata work orders (maintenance requests) map to Salesforce Case by default — Case Subject, Description, Priority, and Status map from Entrata's work order fields. Vendor assignment migrates to Case.Vendor__c (custom lookup) or to Account if the vendor is stored as a Vendor Account. Work order category maps to Case.Type pick-list.

Entrata Vendor maps to Salesforce Account with Type = 'Vendor'. Vendor contact name, email, and phone migrate to the Account's standard contact fields or to a related Vendor_Contact__c custom object. Vendor contracts and insurance expiry dates migrate as custom date fields on the Account.

Entrata owner records (property owners, stakeholders) map to Salesforce Contacts on the Property Account if they are external parties. If they are internal Salesforce users, they resolve to User records by email match. Owner commission or stake percentages migrate as custom fields on the Property Account.

Entrata allows extensive custom fields per entity (bedroom count, amenities, parking type, etc.). Each custom field in Entrata maps to a Salesforce custom field with the __c suffix. Field type mapping: text → Text(255), number → Number, pick-list → Pick-list, date → Date. Entrata's custom field API names are preserved as the Salesforce field label.

Entrata allows extensive custom fields per entity (bedroom count, amenities, parking type, etc.). Each custom field in Entrata maps to a Salesforce custom field with the __c suffix. Field type mapping: text → Text(255), number → Number, pick-list → Pick-list, date → Date. Entrata's custom field API names are preserved as the Salesforce field label. If a custom field holds validation rules, those rules are documented in the mapping guide for recreation in Salesforce.

Entrata resident interaction history (phone calls, notes, emails) migrates as Salesforce Tasks with Type = 'Call', 'Email', or 'Note'. Original timestamps and owner assignments are preserved. Activity is linked to the resident Contact or the Property Account via WhatId.

Lease documents, move-in checklists, and inspection photos attached to Entrata records migrate as Salesforce Files attached to the corresponding record (Lease__c, Contact, or Account). File size limits apply — Salesforce Files cap at 2GB per file. Inline images in notes are extracted and rehosted as Salesforce Files.