Migrate from Filevine to Freshsales

Filevine Contacts map directly to Freshsales Contacts when the contact has an established client relationship. Name, email, phone, job title, and address fields carry over as direct field mappings. Contacts without a client relationship can be kept as Freshsales Leads — your team decides the routing rule based on Filevine contact status.

Filevine Contacts that represent prospective clients or referral sources without an active matter are better suited as Freshsales Leads. We apply a routing rule based on the Filevine contact's linked project status — contacts with zero closed Filevine projects land as Leads; contacts with at least one closed matter land as Contacts. This split preserves your prospect pipeline without inflating your Freshsales Contact count.

Filevine Companies map to Freshsales Accounts with a direct object-level correspondence. Company name, domain/website, industry, employee count, and annual revenue fields transfer as direct field mappings. Filevine allows multiple contacts per company; Freshsales Account-Contact relationships handle the N:1 linkage natively.

Every Filevine Project maps to one Freshsales Deal. The Project name becomes the Deal name. The Project stage (active, archived, closed) maps to Freshsales pipeline stage values via a value-mapping table. Freshsales Deal amount can be populated from Filevine billing item totals if you want pipeline revenue tracking in Freshsales. Legal-specific fields (phase, matter type, statute of limitations dates) become Freshsales custom fields on the Deal.

Filevine phases (e.g., Intake, Discovery, Medical Review, Settlement, Closed) map to Freshsales pipeline stage values via a value-by-value mapping table you approve before migration. Stage-entry dates from Filevine are preserved as Freshsales custom datetime fields on the Deal so historical phase-transition reporting is available after cutover.

Every custom section field defined in Filevine (dropdowns, text fields, date fields, yes/no toggles, number fields, person fields) becomes a Freshsales custom field on the appropriate object (Deal for most legal fields, Contact for client-specific fields). Freshsales field types are matched to Filevine field types — dropdown values are mapped value-by-value. Long text fields in Filevine map to Freshsales multiline text fields without truncation.

Filevine tasks linked to a Project carry over as Freshsales Tasks linked to the corresponding Deal. Task subject, due date, assigned user (resolved by email match), completion status, and description text transfer as direct field mappings. Tasks assigned to a Filevine user with no corresponding Freshsales user are flagged for manual reassignment before the full migration runs.

Filevine calendar events (depositions, court dates, client meetings) migrate as Freshsales Events with start/end datetime, title, and assigned user preserved. Filevine deadlines from deadline chains migrate as Freshsales Events with an all-day flag and a custom 'Deadline_Type__c' field set to 'Deadline Chain' so they can be filtered separately from calendar events.

Filevine notes on a Project carry over as Freshsales Notes on the corresponding Deal. The note body text, author, and creation timestamp transfer directly. Rich-text formatting in Filevine notes is preserved as plain text in Freshsales to avoid rendering issues. Notes without a parent record are linked to the most recently modified Project for that contact.

Filevine documents attached to a Project are downloaded from Filevine storage and re-uploaded to Freshsales Files, then linked to the corresponding Deal record. Filevine Docs+ features (Bates stamping, PDF editor, OCR) do not transfer — those documents arrive as standard PDFs in Freshsales. Files larger than Freshsales' 25MB per-file limit are flagged for manual splitting before upload.

Filevine billing items have no direct Freshsales equivalent — Freshsales tracks Product revenue on Deals but not time-and-expense billing. We aggregate billing totals by type (hours logged, expenses incurred, flat fees) into custom currency fields on the Deal (Total_Billable_Hours__c, Total_Expenses__c, Total_Flat_Fee__c). Individual line items can be preserved as a linked custom object or as a JSON-formatted custom long-text field for reference.

Filevine deadline chains auto-populate a sequence of dates based on a trigger date. Since Freshsales has no deadline chain equivalent, we preserve the chain as a custom 'Chain_Date_Reference__c' field storing the trigger date, and individual chain dates migrate as Freshsales Events with an 'Auto-Scheduled' flag. Your team rebuilds the chain logic in Freshsales using workflow rules or calendar automation.

Filevine phase-based taskflow automations (auto-creating tasks on phase entry, sending notifications on deadline chain dates) do not have a migration path. We export the workflow definition — phase names, task templates, and trigger conditions — as a structured reference document for your Freshsales admin to rebuild using Freshsales Workflow Rules or Freddy AI prompts. No automation logic is transferred automatically.

Filevine users are matched to Freshsales users by email address. We run an owner-resolution pass before migration: any Filevine user with no matching Freshsales email is flagged and can either be invited to Freshsales first or have their records assigned to a designated fallback user. This ensures no Deal or Contact lands with an unowned state.

Filevine DocGen templates (merge field definitions, conditional logic, document layouts) cannot be exported or migrated. We identify which DocGen templates are in use on each Project and produce a template inventory listing field names, conditions, and output formats. Your Freshsales admin uses that inventory to rebuild templates in Freshsales Document Generation or a third-party tool like Windfall or LawCarta.