Migrate from Gearbox to Pipedrive

Gearbox Vehicles map 1:1 to Pipedrive Organizations. The vehicle name becomes the Organization name. VIN, license plate, make, model, year, and current odometer land as custom text fields on the Organization. The Gearbox vehicle ID is stored as a custom field for traceability.

Work Orders become Pipedrive Deals. The work order name maps to Deal title. Estimated cost becomes the native Amount field. Status values (Open, In Progress, Completed, On Hold) require a custom pick-list field in Pipedrive since deal status is managed via API flags, not pick-lists.

Drivers map to Pipedrive People. Name, email, and phone carry over directly. Driver license number, license class, and license expiry become custom fields on the Person. Each Person links to the Vehicle Organization via Pipedrive's organization_id field.

Maintenance Log entries become Pipedrive Activities. The log type (service, repair, inspection) maps to the Activity type field. Original service date becomes the Activity due date, and technician notes land in the Activity subject and details. Each Activity is linked to the parent Vehicle Organization.

Compliance certificates, inspection results, and expiry dates have no native Pipedrive equivalent. We create custom fields on the Organization object — compliance_expiry_date__c, last_inspection_date__c, inspection_result__c — preserving the full compliance record as reference data.

Gearbox Parts and Inventory items map to Pipedrive Products. Part number becomes the Product code, name maps to Product name, and unit cost maps to standard price. Stock quantity is stored as a custom field since Pipedrive Products track pricing, not inventory counts.

Insurance policy number, insurer, and expiry date have no native Pipedrive fields. We create insurance_policy__c, insurance_expiry__c, and insurer__c as custom text and date fields on the Organization record.

Registration expiry, registration state, and plate number lack Pipedrive equivalents. These migrate as registration_expiry__c, registration_state__c, and plate_number__c custom fields on the Vehicle Organization.

Parts consumed per work order require a two-step approach: the part reference links to a Pipedrive Product via deal_product entries, and the quantity used is stored as a custom field on the Deal since Pipedrive Products do not track per-deal consumption natively.

Gearbox allows N drivers per vehicle and N vehicles per driver. Pipedrive People link to Organizations via the organization_id field with a primary assignment, and additional assignments are surfaced as custom multi-select or note fields. The migration flags N:N cases for your admin to resolve.

Gearbox file attachments on vehicles, work orders, and drivers are re-uploaded to Pipedrive Files and linked to the corresponding record. File size limits apply — Gearbox attachments exceeding Pipedrive's storage tier limit are flagged before the full run.

Gearbox scheduling rules and maintenance-trigger automations have no direct Pipedrive equivalent. These are documented as a rebuild reference — your Pipedrive admin uses FlitStack's exported automation definitions to recreate rules in Pipedrive's automation tools post-migration.