Migrate from Kartra to Freshsales

Kartra Contacts map to Freshsales Leads by default. If the Kartra contact has an associated company name, we recommend converting to Freshsales Contact via the Lead-to-Contact conversion workflow, which creates an Account record from the company name and a Deal if a transaction amount is present. We preserve the Kartra contact creation date as a custom field at Freshsales for historical ordering. Tag-based behavioral data (if present from Kartra) maps to Freshsales Tags on the Contact record after conversion.

Kartra contacts with a populated Company field map to Freshsales Account. The Kartra company name becomes the Account Name; the domain or website URL maps to the Account Website field. If Kartra does not have a standalone Companies object (contacts are the primary record), we extract unique company names from the Contact Company field and create Account records before Contact migration. Account is created before Contact import so that AccountId Lookup is satisfied at insert time.

Kartra Transactions export as a separate CSV from the contacts export. We map transaction fields (amount, product name, purchase date, payment method) to Freshsales Deal fields (Deal Name, Amount, Closed Date, Stage). If the Kartra transaction references a contact email, we look up the corresponding Freshsales Contact record and attach the Deal to it. If a subscription exists, the subscription status (active, cancelled, paused) maps to a custom Deal field or Deal status note. Note: Total spend over lifetime is explicitly NOT included in Kartra's transaction export and cannot be reconstructed; we document this gap for the customer.

Kartra Subscription records export separately from contacts. We map subscription status (active, cancelled, paused), start date, and associated product or membership name to Freshsales Deal fields or custom Product records. Active subscriptions can be modeled as recurring Deal records with the subscription interval (monthly, annual) preserved. Revenue amounts map to Deal Amount if the subscription has a known value.

Kartra tags are stored as comma-separated strings in the CSV export. We parse and split them into individual Freshsales Tag records. Tags applied retroactively (for example, a tag set as an automation action on a past behavior) are preserved as static tag values on the migrated Contact. We recommend the customer review tag taxonomy during scoping to identify behavioral tags (form completed, webinar registered) that will become static tags at Freshsales.

Kartra Lists are exported as comma-separated membership values per contact. We split list memberships into individual Freshsales List or Segment records depending on the destination Freshsales plan tier. If Freshsales List functionality is not available on the customer's plan tier, we map list memberships to a multi-select picklist custom field on the Contact record.

Kartra supports five field types: input_field, text_area, drop_down, radio_button, checkbox. All custom fields appear in the CSV export. We read the Kartra field schema via the Kartra UI to determine types and map them to the equivalent Freshsales field type before import. Drop-down and radio-button fields from Kartra become Freshsales picklist or radio button fields; checkbox becomes a checkbox field. We recommend creating all custom fields in Freshsales before migration begins using the exact field labels from Kartra for admin clarity.

The Kartra CSV export includes GDPR Status and GDPR Status Date fields per contact. These map to Freshsales HasOptedOutOfEmail (boolean consent flag) or a custom GDPR consent field depending on the customer's jurisdiction requirements. We preserve the original Kartra GDPR status value during migration but recommend the customer verify consent records against their actual legal obligations in the destination jurisdiction, as Freshsales may interpret consent states differently.

Kartra owner assignment on contacts and transactions maps to Freshsales User records by email address. We extract the distinct owner email addresses from the Kartra export and match them against Freshsales Users. Any Kartra owner without a matching Freshsales User goes to a reconciliation queue for the customer's admin to provision before the migration phase begins. OwnerId is required on Freshsales Contact and Deal records.