Migrate from IDX Broker to Pipedrive

IDX Broker has no native pipeline or deal stage model — migration must create Pipedrive pipeline structure from scratch

IDX Broker tracks leads as contacts attached to listings; there are no deal stages, no pipeline stages, and no probability weights. Pipedrive requires a Pipeline and Stage to exist before Deals can be created. We create a 'Real Estate Leads' default pipeline with stages (New Inquiry, Contacted, Showing Scheduled, Offer Made, Closed Won/Lost) before data lands. If your team has informal stage logic in IDX (e.g., tracked in notes or a separate spreadsheet), we extract that logic and convert it to a Pipedrive stage value map before migration runs. Without this pre-work, Deals land with no stage and require manual assignment after migration.

Property listing data has no native Pipedrive object — custom fields must be created before migration

IDX Broker's core data entity is the Property listing; contacts exist as form submissions tied to a listing ID. Pipedrive has no property or listing object. We store listing details (address, price, MLS ID, bedrooms, bathrooms, property type) as custom fields on Pipedrive Deals and optionally on Person records. Pipedrive custom fields use a 40-character hashed key per account that is generated at field creation — it cannot be pre-set by name. We must create these fields in Pipedrive first (delivered as part of the migration plan), then reference the generated keys when writing data. This sequencing step adds 1–2 days to the project timeline and requires admin-level access to your Pipedrive account.

Saved search alert logic has no Pipedrive equivalent and cannot be migrated automatically

IDX Broker's saved search feature generates automated email alerts when new listings match a visitor's criteria. This is a lead-nurturing mechanism with no Pipedrive equivalent — Pipedrive's Automations trigger on record changes, not on MLS data events. We preserve saved search criteria as custom text fields on Person records and export a rebuild reference document listing each search's criteria, alert frequency, and associated contact. Your Pipedrive admin must rebuild alert logic as Pipedrive Automations using Filters that match the same criteria against your integrated MLS data feed. This is a manual post-migration step that FlitStack does not automate.

IDX API rate limits and pagination constraints affect export speed for large lead volumes

IDX Broker's REST API enforces per-account rate limits that vary by plan tier (Core, Engage, Elite). Large accounts with 10,000+ contacts or extensive saved search history may hit pagination limits during export, requiring batched retrieval across multiple API sessions. We implement exponential backoff and batch-splitting logic to stay within IDX API limits, but this extends the export phase. For accounts with more than 25,000 IDX records, we recommend scheduling the export over two business days to avoid rate-limit throttling that could corrupt partial record sets.

Agent-to-Pipedrive-user email matching may fail if agent emails differ between IDX and Pipedrive accounts

We resolve IDX agent ownership by matching agent email addresses against existing Pipedrive user accounts. If an agent created their Pipedrive account using a different email address (e.g., personal Gmail vs. their brokerage email used in IDX), the match fails and the record is flagged. We flag all unmatched agents before committing the migration and present a resolution list: invite the agent to Pipedrive with their IDX email, reassign records to an existing Pipedrive user, or create a Person-only record without a user account. This step requires your team to confirm agent email addresses before the migration run.