Migrate from Gearbox to Odoo CRM

Audit Gearbox export options and identify API vs CSV coverage

FlitStack connects to the Gearbox API to pull contractor records. We simultaneously download CSV exports for work orders and scheduled maintenance. We validate column headers against the Gearbox export template, flag any missing required fields, and identify records that will need to be created as Odoo custom fields before loading. This step produces a data readiness report before any Odoo schema work begins.

Create Odoo custom fields and set up the target schema

Before loading data, FlitStack creates the custom fields on res.partner (vehicle_id, license_plate, vin, current_mileage, maintenance_category, gearbox_id, original_create_date) and on crm.lead (work_order_date, service_type, work_order_stage, parts_used, estimated_cost, gearbox_wo_id, original_create_date). We also pre-populate the work_order_stage selection options with values matched from the Gearbox export. Odoo custom fields are created via the Settings → Technical → Fields UI or via xmlrpc before migration data lands.

Load contractors into res.partner and resolve relationships

Contractor records load into Odoo res.partner. FlitStack resolves the contractor_id against the newly created partner records and flags any contractor references in work orders that did not have a corresponding partner. Email addresses on contractors are matched against Odoo res.users by email — unmatched owners are assigned to a fallback Odoo user and flagged in the migration report. This step establishes the partner backbone for all downstream work-order and activity records.

Load work orders into crm.lead and attach scheduled maintenance as activities

Work order records from the Gearbox CSV export load into Odoo crm.lead with contractor references resolving to the partner_id created in step 3. Custom date fields preserve the original work order date. For contractors with multiple work orders, the oldest becomes the lead name and subsequent orders are appended as activity records. Scheduled maintenance entries load as Odoo mail.message activity records linked to the corresponding lead with the schedule date as date_deadline and service type as the activity summary.

Run a sample migration with field-level diff and validate record counts

A representative slice — typically 200–500 records spanning contractors, work orders, and scheduled maintenance — migrates first. FlitStack generates a field-level diff showing source value versus destination field for every mapped column. You verify that vehicle_id, license_plate, work_order_stage, and original create dates are correct. Record counts per object are validated against the Gearbox export totals. No records are deleted during the sample — only test records are created and can be deleted before the full run.

Execute full migration with delta pickup and post-migration audit

Full migration runs against the production Odoo database. A delta-pickup window (24–48 hours) captures any new work orders or contractor updates made in Gearbox during the cutover. All operations are logged to an audit log with source record ID and destination Odoo record ID. If the post-migration reconciliation count does not match the expected totals, one-click rollback reverts Odoo to its pre-migration state. After rollback is confirmed clean, the full run re-commits. FlitStack delivers the audit log CSV and a Gearbox workflow-export PDF for your Odoo admin to use during automation rebuild.