Migrate from Floww.ai to Freshsales

Discovery and CSV export coordination

We audit the Floww.ai account to document all active pipelines, stage definitions, custom object schemas, relationship cardinalities, activity types, and user count. Because Floww.ai has no API, we coordinate with the customer to run sequential CSV exports from the platform: Contacts, then Leads, Deals, Pipelines, Activities, and Custom Objects in dependency order. We validate record counts against the platform UI for each export and flag any pagination limits or missing fields before proceeding to transformation.

Schema pre-creation in Freshsales

We create the Freshsales destination schema before any data migration begins. This includes provisioning custom fields on Lead, Contact, Account, and Deal modules to match Floww.ai custom properties, creating Pipeline and Stage definitions to match Floww.ai pipeline structures, pre-creating junction objects for any Floww.ai many:many relationships, and configuring Record Types if the customer uses distinct deal categories. The Freshsales admin grants us API access credentials and we validate write access against the target plan's field limits.

Transformation and relationship resolution

We parse the Floww.ai CSV exports and apply transformation logic: Floww.ai Contact company associations map to Freshsales Account lookups (created before Contact import), Floww.ai Deal stage values map to Freshsales Pipeline Stage names, Floww.ai Owner email references resolve to Freshsales User IDs, and Floww.ai custom object records are restructured to match the pre-created Freshsales schema including junction object inserts for many:many relationships. Tags from Floww.ai migrate as Freshsales tags on the corresponding record. We run a dry-run transformation on a subset of records and share a sample output with the customer for review before bulk write.

Freshsales API write in rate-limit-aware batches

We write records to Freshsales using the REST API with batch intervals calibrated to the destination plan's rate limit: Growth plan (1,000 requests/hour) uses 15-minute batch intervals, Pro (2,000/hour) uses 7-minute intervals, Enterprise (5,000/hour) uses 3-minute intervals. We use exponential backoff on 429 responses and do not retry on 4xx errors that indicate schema mismatches. Each batch emits a row-count confirmation. We write in dependency order: Accounts first (for lookup resolution), then Contacts, Leads, Deals, Activities, and Custom Objects last because they often reference other records.

Sandbox validation and reconciliation

If the customer has a Freshsales Sandbox environment, we run a full migration there first using production-like data volume. The customer's admin reviews a random sample of migrated records (Contacts, Deals, Activities) against the Floww.ai source to confirm field-level accuracy. We reconcile record counts across all objects and resolve any mapping discrepancies before the production migration begins. Sandbox validation is strongly recommended for migrations with custom objects or complex relationship structures.

Production migration, cutover, and handoff

We freeze Floww.ai writes during the cutover window, run a final delta export of any records modified since the initial export, apply the delta to Freshsales, then mark Freshsales as the system of record. We deliver the Workflow and Flow inventory document to the customer's admin team along with the pipeline configuration inventory documenting the Floww.ai stage filter states for manual rebuild in Freshsales Workflows. We support a three-day hypercare window to resolve reconciliation issues. We do not rebuild Floww.ai workflows as Freshsales Workflows inside the migration scope; that work requires a separate engagement or admin effort.