Migrate from EXACT to Zoho CRM

Exact Contact records map directly to Zoho CRM Contacts. Zoho requires each Contact to have a primary AccountId lookup — contacts without a linked Exact Account are attached to a default 'Unassigned' Account or held for manual account assignment after migration.

Exact Account records map to Zoho Accounts. Parent-account hierarchies in Exact (if used) map to Zoho's Parent Account lookup field, maintaining organizational structure in Zoho's hierarchy view. Multi-address Exact accounts — those with separate billing, shipping, or postal addresses — are normalized to a single billing/shipping address pair in Zoho to align with Zoho's address field schema. During migration, the primary address from Exact populates the default address fields in Zoho, and any secondary addresses are preserved in custom text fields for reference.

Exact does not have a separate Leads module; unqualified prospects are stored as Contacts with a status flag or custom field indicating lead qualification state. We extract all Exact Contacts flagged as leads and create corresponding Zoho Lead records. The original lead source value, created date, and any Exact custom fields present on the Contact record transfer to the Zoho Lead. This extraction runs during the pre-migration data audit so you can verify the lead count and field coverage before the migration commits those records to the Leads module.

Exact Projects function as complex deal records with line items, budgets, and milestones. We map Project name to Deal Name, total project value to Deal Amount, and project status (Active, On Hold, Completed) to Zoho Deal Stage values selected from your target pipeline.

Exact Project line items represent services or products tied to a specific Project. Each line item carries a product name, quantity, and unit price that map directly to Zoho Products upon migration. Once Products exist in Zoho, they attach to Quotes or Deal Line Items through Zoho's product lookup mechanism. Note that product images stored in Exact do not migrate — only textual and numeric product data transfers. Your Zoho admin adds product images manually via the Products module after migration if needed.

Exact Quotes map to Zoho Quotes with full field fidelity. Quote number, date, expiry date, subtotal, tax amount, and grand total transfer directly without transformation. Quote line items inherit the product mapping described above — Exact line item products must exist in Zoho as Products before Quotes load. The Active vs. Accepted vs. Rejected status from Exact maps to Zoho Quote status pick-list values, which your admin configures in Zoho's Quote layout before migration. We provide a status-mapping worksheet during discovery to align Exact status labels with your target Zoho status values.

Exact Sales Orders map to Zoho Sales Orders with order number, order date, and totals carrying forward. In Zoho's sales workflow, Sales Orders typically originate from Won Deals — this is distinct from Exact's order entry model where Sales Orders exist independently. After migration, your Zoho admin configures the order-to-invoice flow via Zoho's workflow rules (Quotes > Sales Orders > Invoices). Historical Exact Sales Orders land as completed orders in Zoho; they do not automatically trigger invoicing workflows because Zoho's order-to-invoice connections are configured separately in the destination environment.

Exact Invoices map to Zoho Invoices. Invoice number, date, due date, line items, tax, and total amount transfer. Zoho Invoices are created from Sales Orders — your admin configures the invoicing workflow in Zoho post-migration. Historical paid invoices land as closed invoices.

Exact activity records (calls logged, tasks created, meetings scheduled) map to Zoho Tasks and Events. The original Exact created date and time transfer as the Zoho task or event timestamp, preserving the audit trail of when each activity originally occurred. The activity subject or title maps to Zoho's Subject field, and the Exact user who owned the activity resolves to the corresponding Zoho user by email. Exact notes attached to activity records migrate as Zoho Notes linked to the target task or event, keeping all contextual information associated with the activity in Zoho.

Exact file attachments on any record re-upload to Zoho Files and associated back to the target record. Zoho's 2GB per-file limit applies — files exceeding this are flagged for manual upload. Original filenames and create timestamps are preserved as metadata.

Exact custom modules map 1:1 to Zoho custom modules. The migration plan identifies all Exact modules with the _C suffix convention and creates matching custom modules in Zoho before data import. Module-to-module lookup relationships are recreated as Zoho lookup fields.

Exact users are matched to Zoho users by email address. Unmatched users are flagged before migration — your Zoho admin creates those user accounts first or assigns records to a fallback Zoho user. Active vs. inactive status is respected; inactive Exact users map to Zoho inactive users.