Migrate from Keap to Microsoft Dynamics 365 Sales

Keap Contacts map to Dynamics 365 Contacts with standard fields (name, email, phone, address) migrated directly. Custom fields require discovery via Keap's REST /retrieveContactModel endpoint to resolve field IDs before values are written. We map custom field types to equivalent Dynamics 365 field types (text, number, date, picklist) and create any missing fields in the Dynamics 365 solution before import. Keap tags applied to contacts migrate as multi-select picklist values on a custom tags__c field or as TopicAssignment records per customer preference.

Keap Company records map directly to Dynamics 365 Account. The company name, domain, address, and phone fields migrate as Account fields. We preserve the Company-to-Contact relationship by setting the Primary Contact lookup on Account to the associated Contact record after both objects are imported. The Account is created before Contact import so that the customerid field on Keap Contact resolves to AccountId on Dynamics 365 Contact.

Keap Opportunities map to Dynamics 365 Opportunities. The Keap stage name maps to a Dynamics 365 StageName value, and the pipeline assignment maps to a Sales Process or Record Type configured in Dynamics 365 before migration. Deal value, expected close date, owner, and notes transfer directly. We create new Opportunity Stage values in Dynamics 365 for any Keap stage that has no direct equivalent, preserving stage ordering and probability percentages where defined.

Keap pipeline stages migrate to Microsoft Dynamics 365 Sales Process stage entries. Each Keap pipeline becomes a Microsoft Dynamics 365 Sales Process linked to a Record Type on Opportunity. We map stage probabilities from Keap to StageProbability on each stage entry. If Keap stages use custom names (Appointment Scheduled, Proposal Sent, Negotiation), we create matching stage entries in Dynamics 365 rather than remapping to out-of-box labels.

Keap tags are both a segmentation tool and an automation trigger. We export all tags and apply them as multi-select picklist values on a custom field on Contact (and optionally Account). For organizations using tags primarily for marketing segmentation, we offer Topic-based mapping with TopicAssignment records linked to Contacts. The customer selects the tag strategy during scoping, as Power Automate triggers can reference either approach.

Keap invoices export via the invoice API endpoint, bypassing the known pipeline activity history gap in Keap's UI (knownissues.keap.com #3275175). Invoice records migrate with line items, totals, status (draft, sent, paid), associated contact, and invoice date. We link each invoice to the migrated Contact and Account records via lookup resolution. Note that Microsoft Dynamics 365 Sales includes Invoice as a standard object only if the org has the Sales Enterprise or Sales Premium license.

Keap product catalog items (name, SKU, price, description) map to Dynamics 365 Product2 records. We create the corresponding PricebookEntry records in the standard price book during import. Advanced product images and advanced pricing rules from Keap do not export; we document these for manual re-creation in Dynamics 365.

Keap order records capture completed transactions linked to a contact and product. Order headers, line items, payment status, and order dates migrate to Microsoft Dynamics 365 Sales Order. We resolve the associated Contact and Product references at migration time. Order-level notes and internal annotations migrate as Order Product annotations or as separate Note records attached to the Order.

Keap tasks export with subject, due date, assigned user, status, and completion date. Tasks linked to contacts or opportunities are imported as Dynamics 365 Tasks tied to the corresponding Contact or Opportunity record via the RegardingObjectId lookup. Owner resolution uses email matching against the destination User table.

Keap Notes associated with contacts or companies migrate as Dynamics 365 Annotation records (the standard notes object). Note text, author, and creation timestamp preserve. Notes attached to opportunities link via RegardingObjectId to the Opportunity record. We do not migrate note attachments stored in Keap's file system; those require separate file transfer.