Migrate from Gearbox to Zoho CRM

Gearbox vehicles have no direct Zoho CRM equivalent. We create a custom Assets module to hold vehicle records. Before migration, your Zoho admin (or our team) creates the module and its required fields: Vehicle_ID (text), VIN (text), License_Plate (text), Make (picklist), Model (text), Year (number), Current_Mileage (number), Fleet_Group (picklist), Registration_Expiry (date), and Insurance_Policy (text). All Gearbox vehicle fields map here.

Gearbox drivers map directly to Zoho Contacts. Driver name, email, phone, license number, license class, and license expiry all transfer to Contact fields or custom fields on the Contact record. Drivers are linked to vehicles via a Contact lookup on the Assets module if your workflow requires vehicle-to-driver assignment.

Gearbox maintenance logs are stored as a related list or subform in Gearbox. Since Zoho Assets module does not have a native subform equivalent for historical maintenance records, we create custom multi-line text fields (Last_Service_Date__c, Last_Service_Type__c, Last_Service_Mileage__c) to hold the most recent maintenance snapshot per vehicle. Full history can be preserved in a separate linked CSV export for reference.

Gearbox work orders become Zoho Deals. We create a custom Sales Process named 'Maintenance Work Orders' with stages: Scheduled, In Progress, Awaiting Parts, Completed, Invoiced. Gearbox work-order status maps to these stage values. Deal Name carries the work order number. Deal Amount carries the estimated cost. The vehicle (Assets lookup) and assigned driver (Contact lookup) are linked on the Deal record.

Fuel records have no Zoho standard module. We create a Fuel_Transactions custom module with fields: Transaction_Date, Gallons_Liters (number), Cost_Per_Unit (currency), Total_Cost (currency), Odometer_Reading (number), Fuel_Type (picklist), Vendor (text). The Assets module (lookup) links each fuel record to the vehicle. This module can be built to feed Zoho Analytics reports for fuel cost per mile.

Gearbox vendors (parts suppliers, service centers) map to Zoho Vendors module. Vendor name, email, phone, address, contact person, tax identification number, and payment terms fields transfer directly. Vendors are linked to Deals (work orders) and Assets records where parts sourcing is tracked, enabling cost attribution and invoice matching across fleet maintenance operations.

Gearbox vehicle status values (Active, In Maintenance, Retired, Sold) map to a custom picklist field (Vehicle_Status__c) on the Assets module. Value-by-value mapping preserves the active/retired state so Zoho reports can filter fleet utilization correctly. The picklist also enables maintenance scheduling and alerts when a vehicle transitions to In Maintenance or Retired. New status values added in Gearbox after migration must be added to the Zoho picklist to keep reporting accurate.

Gearbox insurance policy details (policy number, provider, coverage type, expiry date) migrate as custom text and date fields on the Assets module. Additional fields for coverage limit, deductible amount, and linked vendor contact can be added as needed. Reminder workflows in Zoho Blueprint trigger notifications before expiry dates, while Zoho reports generate renewal lists and track coverage compliance across the fleet.

Vehicle inspection results (DOT compliance, safety inspection dates, emission test results) migrate as date fields or notes attachments on the Assets module. We also capture inspector name, result status (Pass/Fail), and attach PDF reports for audit trails. Zoho Blueprint can automate follow-up tasks when an inspection date passes, while Zoho Deluge scripts generate custom alerts for upcoming or overdue inspections. Compliance reports can be built in Zoho Analytics to track fleet regulatory status across states.

Gearbox files attached to vehicles, drivers, or work orders (service invoices, inspection PDFs, photos) are downloaded and re‑uploaded as Zoho Attachments on the corresponding Assets, Contact, or Deal record. We map each file to its Zoho record ID, preserve original file names, and retain upload timestamps. Large files are compressed into ZIP archives to stay within Zoho’s limits. File‑size limits vary by tier (20 MB on Professional, 250 MB on Enterprise) and are enforced during upload.