Migrate from EXACT to Odoo CRM

Exact accounts (customers and suppliers) map to Odoo res.partner records. The AccountType field in Exact determines customer_rank vs supplier_rank in Odoo. Parent-account hierarchies map to Odoo's parent_id on res.partner for corporate group structures. Inactive Exact accounts are set to active=False in Odoo unless explicitly merged with an active counterpart, and any duplicate account names receive a unique suffix to avoid constraint violations.

Exact contacts migrate as Odoo partner contacts with type='contact', linked to the parent company partner via child_ids. The primary-contact flag in Exact determines which contact record receives the main address and communication preferences in Odoo. Additional phone numbers, secondary emails, and social media links from Exact are stored in Odoo's dedicated contact fields (phone, mobile, email, website) and in the contact's partner fields as appropriate.

Exact deal pipeline stages map to Odoo crm.lead stage_id values through a value-mapping table. Deal probability, expected close date, and description fields map directly to Odoo's probability, date_deadline, and description fields. When Exact stage names lack a direct Odoo counterpart, we create custom stages in Odoo and link them in the mapping table to preserve the original pipeline flow and maintain reporting continuity.

Exact projects with billable hours and task breakdowns migrate to Odoo project.project and project.task. Non-billable projects map to Odoo internal projects. Task status and assignees transfer with user resolution by email. If Exact includes project templates or recurring tasks, these are recreated as Odoo project templates and recurring task rules, preserving the original allocation percentages and planned hours.

Exact document attachments (PDFs, images, office files) re-upload to Odoo's ir.attachment model linked to the corresponding res.partner, crm.lead, or project.task record. File size limits and binary storage follow Odoo's attachment configuration. During migration, attachment file names are sanitized to avoid special characters, and duplicate files are identified by checksum to prevent redundant storage in Odoo.

Exact workflow definitions, approval chains, and automated routing rules have no Odoo equivalent in the migration scope. FlitStack exports the workflow definitions as a structured PDF reference document so your Odoo admin can rebuild automations using Odoo's automated actions and server actions.

Exact invoice and payment records require separate accounting-module scope. If included, each Exact invoice maps to Odoo account.move with journal_id determined by invoice type (customer invoice vs vendor bill). Chart of accounts mapping is required before financial data loads. Additional mappings include tax codes to Odoo tax groups, payment terms to Odoo property_account_payment_term, and Exact currency codes to Odoo res.currency records to ensure accurate monetary values.

Exact custom fields on Account require pre-creation in Odoo as ir.model.fields before data migration. Each custom field's type (text, number, date, selection) is translated to the corresponding Odoo field definition. Field values are stored in the custom column on res.partner.

Exact contact-level custom fields are created as Odoo ir.model.fields on res.partner before migration. Multi-value custom fields (Exact allows multi-select) map to Odoo char fields storing comma-separated values or to dedicated many2many tags depending on the use case. For high-cardinality selections, a many2many relation to a dedicated selection object is preferred to keep the UI clean and avoid long text strings in the database.

Exact users are matched to Odoo res.users by email address. Unmatched Exact owners are flagged pre-migration — either invited to Odoo first or assigned to a fallback sales team. User active status and access rights require Odoo-side configuration post-migration. After matching, we set the Odoo user’s groups according to the Exact role (salesperson, manager) and enable the user only when the migration run confirms all required data are present.

Exact activity history (logged calls, emails, notes with timestamps and owners) migrates to Odoo mail.message records linked to the parent record. Original timestamps and body content are preserved. Email subject lines map to mail.message.subject. Attachments embedded in Exact emails are extracted and reattached to the corresponding mail.message in Odoo, and HTML bodies are cleaned to Odoo's plain-text format for consistent display.

Exact's internal record IDs and UUIDs are stored in a custom source_system_id char field on each Odoo record. This field is required for delta-run de-duplication, cross-referencing, and rollback traceability across subsequent migration runs. It also enables Odoo reports to reference the original Exact identifier for audit purposes and supports reconciliation scripts that compare migrated data against Exact exports.