Migrate from Entrata to Zoho CRM

Active residents in Entrata become Zoho Contacts. Prospective residents (applicants, former residents) become Zoho Leads. The split is based on Entrata's resident_status field. Original create dates and move-in dates are preserved as custom datetime fields in Zoho. These custom fields are labeled Original_Create_Date__c and Move_In_Date__c on the Contact layout. The resident's lifecycle stage is also recorded in a custom pick‑list field to support segmentation and reporting.

Entrata properties map to Zoho Accounts. Property name becomes Account Name, address fields map to the Zoho address composite. Property type (apartment, single-family) becomes a custom pick-list field. Parent/child property hierarchies map to the Account.Parent_Account lookup. The custom pick‑list is named Property_Type__c on the Account layout. For properties with multiple units, each unit can link to a custom Unit module via a lookup relationship, preserving the full address hierarchy.

Each Entrata lease becomes a Zoho Deal. The Deal Name is constructed from the resident name and property address. Lease-specific fields (term start/end, monthly rent, security deposit, renewal flag) migrate as custom fields on the Deal because Zoho Deals natively track only stage, amount, and close date. The related resident and property are linked via Deal lookup fields.

Entrata maintenance tickets do not have a direct Zoho CRM equivalent. If you are on Zoho CRM Enterprise or Ultimate, Cases is the best fit — unit, priority, and vendor info become custom fields. On lower tiers, a custom Deals layout with a 'Maintenance' record type handles the mapping. Status and priority pick-list values are mapped value-by-value.

Entrata owner IDs are resolved by matching the owner's email address against Zoho CRM Users. Unmatched owners are flagged before migration so your team can create Zoho User accounts first. No record lands without a resolved Zoho User owner. This email lookup is case‑insensitive and ignores whitespace. The primary Entrata email is used if multiple exist, and the Owner field on related Deals and Contacts is populated for assignment reporting.

Lease PDFs and resident documents stored in Entrata are re-uploaded as Zoho Attachments linked to the corresponding Deal or Contact record. File size limits follow Zoho's attachment constraints. Documents without a matching record are linked to the parent Account. During migration, each attachment's file name is kept and linked to the record ID for auditability. If a file exceeds Zoho's 20 MB limit, a custom URL field holds a download link.

Entrata units (apartment numbers, floor, unit type, bedrooms, bathrooms) have no standard Zoho CRM equivalent. We create a custom 'Unit' module in Zoho linked to the Account/Property via a lookup relationship. Unit status (vacant, occupied, under maintenance) becomes a custom pick-list field on the module.

Unconverted prospects in Entrata route directly to Zoho Leads. Prospect fields (name, email, phone, source) map to standard Zoho Lead fields. Entrata-specific fields like applicant_score or screening_status migrate as custom fields on the Lead. The custom fields are added to the Lead layout (number for applicant_score, pick‑list for screening_status). If the prospect later converts to a Contact, the custom field values are carried over, preserving historical data.

Entrata payment records (rent transactions, deposits, fees) have no Zoho CRM equivalent at the CRM layer. We preserve payment amounts and dates as custom fields on the Deal for reference, but actual financial accounting belongs in a finance tool or Zoho Books — this is surfaced explicitly in the migration plan.

Entrata integrations (payment processors, screening services, accounting links) cannot be migrated. Each integration must be evaluated for a Zoho-compatible alternative or rebuilt manually post-migration. FlitStack AI documents every detected integration in the migration plan. The documentation lists trigger events, data formats, and required API credentials. When a Zoho native tool such as Zoho Flow can replace the function, replacement steps are included in the plan.