Migrate from HoneyBook to Zoho CRM

HoneyBook's Clients export as a flat CSV from the Clients panel, with name, email, phone, address, notes, and creation date. In Zoho CRM, we map contacts with a professional or business email domain to Account-attached Contacts, and solo inquiries or unqualified prospects to Leads. The split rule is defined during scoping based on whether the HoneyBook client has an active project or invoice. We preserve the original HoneyBook client ID in a custom field hb_client_id__c on both Lead and Contact for audit and cross-reference.

HoneyBook projects contain inquiry details, pipeline stage, custom fields, files, and associated client. We extract project metadata and stage history from the HoneyBook pipeline view, then map each project to a Zoho Deal. If the customer uses multiple simultaneous pipeline views (Premium feature), we map each to a Zoho Record Type or a custom Projects module. Project custom fields migrate to Deal custom fields or a custom Projects module depending on complexity. Stage move-time history is preserved as Zoho Deals activities or a JSON payload in a custom notes field.

HoneyBook invoices include line items, payment status, amounts, and client associations. We extract invoice records via CSV or reconstructed from the invoice list view, then map them to Zoho Books Invoices (not Zoho CRM Deals). Zoho Books is a separate module within the Zoho ecosystem that syncs natively with Zoho CRM; after migration, CRM Deals link to Books Invoices via the Zoho Books native integration. We flag open invoices (status Pending or Partially Paid) for the customer to review before final cutover to avoid duplicate payment requests.

HoneyBook contracts are template-based documents with client association and e-signature status. We export contract metadata (client, template name, status, date signed) and preserve the contract PDF URL. The PDF is downloaded and attached to the relevant Zoho Deal or Contact record via Zoho's file attachments API. E-signature status migrates as a custom picklist field (hb_contract_status__c) rather than a native Zoho feature.

Proposals in HoneyBook combine scope, pricing, and terms tied to a project pipeline stage. We extract proposal records and map them to Zoho CRM Deals with proposal details preserved in the Deal Notes field or as an attached document. If the customer uses Zoho Quotes (available from Standard tier), we create Zoho Quote records linked to the Deal.

HoneyBook pipelines have configurable stages (Inquiry, Follow Up, Proposal Sent, Booked, Completed) with stage-move timestamps. We map each HoneyBook stage to a Zoho CRM Deal Stage, preserving the stage order and probability. For Premium customers with multiple pipelines, we create separate Sales Processes or Record Types in Zoho CRM to isolate the stage sets. Stage-move timestamps are preserved as Activity records on the Deal timeline.

Payment records include amount, method, status, and processing date. We extract payment history from the HoneyBook dashboard export and map Completed payments to Zoho Books Invoice Payments. 'Payment Attempted' bank transfers (7-8 day clearing window) are flagged with a custom status field and original HoneyBook timestamp to prevent confusion with completed payments in Zoho Books.

HoneyBook distinguishes collaborators (external, limited access) from team members (internal). We export team member records with roles and permissions, then map internal team members to Zoho CRM Users by email match. Collaborators without Zoho User provisioning go to a reconciliation queue for the admin to provision or note as external contacts.

Client questionnaires are project-linked intake forms. We export questionnaire structure and response history as structured data, mapping each question-and-answer pair to a custom module (Questionnaire_Response__c) with a lookup to the parent Deal. This preserves the intake data contextually inside Zoho without forcing it into unrelated standard fields.

HoneyBook supports custom fields on contacts and projects. We identify all active custom fields during discovery, export their values alongside the parent record, and map them to Zoho CRM custom fields of equivalent data type (text, number, date, picklist). Custom field API names are preserved with a hb_ prefix to avoid collision with existing Zoho fields.

HoneyBook automations (email triggers, questionnaire delivery, booking confirmations, follow-up reminders) have no export mechanism. We do not migrate automations as code. Instead, we audit every active HoneyBook automation during discovery, document its trigger, conditions, actions, and target records, and deliver a written inventory with recommended Zoho Blueprint equivalents. Your admin or a Zoho partner rebuilds these in Zoho Workflow Rules or Deluge functions post-migration.

HoneyBook stores files in a library and uses templates for contracts and proposals. File URLs in HoneyBook are session-bound and not publicly accessible. We handle file migration by downloading files from the HoneyBook interface during an authenticated session, then uploading them to Zoho CRM as Attachments linked to the relevant Deal or Contact. Template files migrate as documents to Zoho's attached documents storage.