Migrate from FilePro to Zoho CRM

FilePro Client maps to Zoho Account (firm/company record) and a primary Contact (client name). Client contact details like email and phone map to Contact fields; firm-level billing information maps to Account fields. When FilePro stores both a firm name and an individual contact within that client record, we split into Account.Name and Contact.Name with Contact.Account lookup.

FilePro matters are the core record. If the firm manages matters purely as sales-cycle deals (billing matters, contingency cases), they map to Zoho Deals with a custom Matter_Type__c field and Stage = 'Active Matter'. If matters track legal case status (filed, discovery, trial), they map to a custom 'Matters' Zoho module with Status__c picklist and Case_Number__c text field.

Each FilePro time entry maps to a Zoho Task with Subject = matter name + activity description, Task Status = 'Completed', and custom fields: Original_Date__c (date of work), Billable_Hours__c (hours), Hourly_Rate__c, and Amount__c (computed). Owner resolved by user email match. Tasks are linked to the Matter or Contact via Lookup fields.

FilePro documents attached to matters migrate as Zoho CRM attachments linked to the corresponding Matter record or Contact. Files are uploaded via the Zoho Attachments API. Firms should verify file sizes against Zoho storage limits and consider cloud-storage linking for documents exceeding 25MB.

FilePro UDFs with free-text values map to Zoho CRM custom fields of type 'Text' on the relevant module. Field label is preserved from FilePro; API name auto-generates from label (e.g., 'Originating Attorney' → Originating_Attorney). These are created in Zoho via POST /settings/fields before data loads.

FilePro UDFs with predefined option lists map to Zoho CRM custom picklist fields. The pick-list values are created in Zoho first using the Fields API, then each record's value maps by name. If a FilePro value does not exist in Zoho, it is flagged for admin review before import.

FilePro trust account transactions (received funds, disbursements, ledger entries) have no direct Zoho CRM equivalent. We preserve the data as custom fields on the Account record (Trust_Balance__c, Last_Trust_Update__c) and a separate custom 'Trust_Transactions' module for ledger entries. Trust accounting functionality requires Zoho Books, not Zoho CRM alone.

If the firm uses FilePro billing, invoices map to Zoho Quotes in CRM for reference, but full accounting requires Zoho Books. We migrate invoice amount, date, status, and line items as Quote records with custom fields indicating the original FilePro invoice number and balance due. Recommend pairing with Zoho Books for live accounting.

FilePro users map to Zoho CRM Users. Matching is by email address. Unmatched FilePro users are flagged — either invite them to Zoho first or assign records to a fallback user. User roles and profile permissions in Zoho are destination-side configuration not migrated from FilePro.

Standard FilePro contact fields including client name, phone, email, and address map directly to Zoho Contact fields: Phone, Email, Mailing Street, Mailing City, Mailing State, and Mailing Zip. If FilePro stores multiple phone numbers for a single client (such as separate mobile and office lines), additional phone fields are mapped to Zoho custom fields when the standard Phone and Mobile fields are already populated.

FilePro calendar entries and notes linked to matters map to Zoho Events (for scheduled activities with start/end times) or Tasks (for to-dos without a time window). Original dates and durations are preserved in Zoho Event Start_Time / End_Time or Task Due Date fields.

FilePro's internal record identifiers are stored as a custom text field on each Zoho record. This enables delta-run de-duplication (if a record changes in FilePro during migration, the ID match flags it for re-import) and audit traceability back to the source system.