Migrate from Gearbox to Microsoft Dynamics 365 Sales

Gearbox equipment records map to a Dynamics 365 Account if they represent customer-facing asset locations, or to a custom Asset__c table if they represent tracked physical assets. We assess the equipment schema and recommend the correct target table before migration. Account.Name receives the equipment name; Account.Address fields map from Gearbox location fields.

When Gearbox equipment records track serial numbers, make/model, purchase date, and warranty expiration — data that does not fit naturally on a Dynamics 365 Account — we provision a custom Asset__c table with those fields. The AccountId lookup on Asset__c links each asset to its parent account. This table requires Dynamics 365 Sales Enterprise licensing.

Gearbox work orders that represent billable service events map to Dynamics 365 Opportunities with a custom Work_Order__c table holding Gearbox-specific fields. If work orders do not have a revenue amount, the Opportunity Amount field is set to zero or left blank. Pipeline and stage mapping follows the value-mapping rules for status codes.

Gearbox work-order status values (Open, Scheduled, In Progress, Completed, Cancelled) map to a custom Status__c pick-list on the Work_Order__c table. For reporting continuity, Completed maps to Opportunity StageName = 'Closed Won' and Cancelled maps to 'Closed Lost' — your admin approves the stage mapping before migration runs.

Gearbox priority levels (Low, Medium, High, Critical) have no native Dynamics 365 equivalent. We create a Priority__c custom pick-list on Work_Order__c with the same values. The Gearbox priority value is mapped verbatim — if Gearbox uses numeric values (1–4), we convert to the corresponding label based on your Gearbox configuration.

Gearbox stores technician names on work orders. We attempt email-based matching against the Dynamics 365 user table. Unmatched technicians are flagged before migration — you either create a Dynamics user account for each or assign a fallback technician from your existing Dynamics team. The Technician__c lookup field holds the matched UserId.

Gearbox contact records (fleet managers, dispatchers, equipment operators) map directly to Dynamics 365 Contact. Full name, email, phone, and address fields map verbatim. If a Gearbox contact is associated with a primary equipment record, we link Contact.AccountId to the target Account or Asset__c parent record during migration.

Gearbox parts inventory (part number, unit cost, quantity on hand, reorder level) maps to Dynamics 365 Product entities with a Price List entry for unit cost. Quantity-on-hand requires a custom Parts_Inventory__c table because Dynamics 365 Sales does not include inventory management — that capability lives in Dynamics 365 Business Central or Field Service.

Gearbox stores compliance checklist results and inspection scores as custom fields on equipment. These map to custom fields on the Asset__c table. For regulatory fields (DOT expiry, OSHA flag), we recommend a separate Compliance__c custom table with a lookup to Asset__c if the compliance record has its own lifecycle (multiple inspections over time).

Gearbox work order attachments (service photos, signed inspection forms, PDFs) are downloaded and re-uploaded to the corresponding Work_Order__c record annotation. If your Dynamics 365 environment is configured for SharePoint or OneDrive integration, files are stored there with a link stored in the annotation.

Gearbox tracks parts consumed per work order. Each part used maps to an Opportunity Product record (OpportunityId + ProductId + Quantity + UnitPrice) on the target Work_Order__c Opportunity. If Gearbox tracks labor hours, those map to a custom Labor_Hours__c decimal field on the Work_Order__c record.

Gearbox records a company or owner entity on each equipment record. We map this to Account and set Account.Primary_Contact__c to the matching Contact record. The OwnerId on Work_Order__c is resolved by email-matching the Gearbox owner name or email against Dynamics users, with unmatched records flagged for manual resolution.