Migrate from EspoCRM to Freshsales

EspoCRM Contact records map directly to Freshsales Contact. We map name, email, phone, address, and any custom fields 1:1. Multi-email fields in EspoCRM (where a contact can have multiple email addresses) are handled by mapping the primary email to the standard email field and storing additional emails in a Freshsales custom multi-value text field that the customer's admin configures before import. If the source EspoCRM instance uses multi-enum fields with more than 20 options, we flag these during discovery and either split into multiple picklist fields or store as a comma-separated text field.

EspoCRM Account records map to Freshsales Account with company name, website, industry, billing address, and phone preserved. Account is created before Contact import so that the Contact-to-Account relationship is satisfied at insert time. EspoCRM link-multiple relationships from Account to Contact are reconstructed as Freshsales Account-Contact lookups using ID remapping tables.

EspoCRM Lead records with conversion status map to Freshsales Lead. The EspoCRM lead_status field maps to Freshsales Lead Status. Any lead_score or rating values stored as custom fields migrate to Freshsales custom fields. Leads that were converted in EspoCRM (with linked Account and Contact created) are imported as Freshsales Leads with a note flagging their converted status; the customer decides whether to convert them again in Freshsales or treat them as closed leads.

EspoCRM Opportunity records map to Freshsales Deal. Opportunity amount, stage, probability, and expected close date transfer to Freshsales Deal amount, stage, probability, and expected close date. EspoCRM stage values are mapped to Freshsales pipeline stage names during discovery. The Opportunity-to-Account link is resolved via the Account ID remapping table at migration time.

EspoCRM Case records (support tickets) map to Freshsales Case. Case status, priority, resolution fields, and the full conversation thread (stored as Activity or Note records in EspoCRM) migrate to Freshsales Case with the same relationships. The EspoCRM case number becomes a custom field on Freshsales Case to preserve audit traceability.

EspoCRM Campaign records migrate to Freshsales Campaign. Campaign targeting lists (linked Leads and Contacts) are recreated as Freshsales Campaign Members after the Lead and Contact imports complete. We note that EspoCRM email send history (open rates, click data) does not migrate because this is a live-metrics feature; only the campaign record and targeting list transfer.

EspoCRM custom entity types created via Entity Manager require metadata export before record migration. We export the entityDefs metadata to identify all custom fields, field types, and relationships. For simple custom entities with a 1:many relationship to a standard object (e.g., a Project entity linked to Account), we create Freshsales custom fields on the parent object and store the custom entity data as serialized JSON in a long-text field or split into individual custom fields based on data type. For complex custom entities with cross-references to other custom entities, we pre-create Freshsales custom objects, define lookup relationships, and migrate in dependency order using topological sort.

EspoCRM Activities (Meetings, Calls, Tasks) linked to Contacts, Accounts, or Opportunities migrate to Freshsales Activities on the corresponding record. We resolve the parent record via ID remapping tables and preserve the original activity timestamp for timeline ordering. Meeting attendees are stored as Freshsales Activity participants linked via the activity ID.

EspoCRM stream records of type Email migrate to Freshsales Email records linked to the sender and recipient Contact or Lead. Email body content transfers as HTML. The EspoCRM Stream (activity feed) is a live-data feature and is not reproduced in Freshsales; only the email record itself migrates.

On self-hosted EspoCRM instances, uploaded files live on the server filesystem under data/files/ and are not stored as database blobs. A standard database export will not capture these files. We identify Attachment records during discovery, extract the referenced files from the filesystem archive, transfer them alongside the record migration, and re-register each file with the corresponding Freshsales object record. We validate that Freshsales file storage limits on the destination plan accommodate the total attachment volume before migration begins.

EspoCRM User records map to Freshsales User by email match. We extract user name, email, role assignment, and team memberships from EspoCRM. EspoCRM role permissions have no direct Freshsales equivalent, so we deliver a role mapping table for the customer's admin to configure Freshsales roles, territories, and visibility groups post-migration. Unmatched EspoCRM users go to a reconciliation queue.