Migrate from Keap to Freshsales

Keap Contacts map directly to Freshsales Contacts. Standard fields (First Name, Last Name, Email, Phone, Address) migrate as their Freshsales equivalents. Custom fields require pre-discovery of their Keap field IDs via /retrieveContactModel before values can be written; Freshsales custom fields must be created in the UI before the API can write to them, adding a manual pre-step to the migration scope.

Keap Company records map to Freshsales Accounts. We preserve the Company-to-Contact link by resolving the Keap contact_company_map at insert time, creating Accounts first and then linking each Contact via its account_id reference. The Account's website, industry, and phone fields map from Keap's Company standard fields.

Keap Opportunities (pipeline deals) map to Freshsales Deals. Keap's user-defined stage names map to Freshsales pipeline stages, which we create in Freshsales before migration. Deal value, expected close date, owner (resolved by email to Freshsales User), and notes migrate directly. The Keap deal_id is preserved in a Freshsales custom field keap_original_id__c for audit and reconciliation.

Keap tags migrate as Freshsales Contact Labels (a native tagging feature on Contact records). Keap's tag categories may be prepended as prefixes during import if the customer wants category-scoped labels. Labels are applied to the corresponding Contact records after the base contact insert completes.

Keap invoice records (with line items, totals, status: draft/sent/paid, and associated contact) map to Freshsales Deal records with invoice metadata stored in custom fields. Keap's known issue #3275175 means pipeline activity logs do not display invoice events, so we query the invoice API endpoint directly rather than relying on deal activity logs to capture all invoice data.

Keap product catalog items (name, SKU, price, description) map to Freshsales Products. Product images and advanced attributes stored as Keap custom fields migrate to Freshsales custom fields on the Product object. We resolve the Product-to-Invoice line item relationship during invoice migration.

Keap order records representing completed transactions migrate as Freshsales Deals with type = 'Existing Business' or equivalent. Order headers, line items, payment status, and order dates migrate as Deal fields and custom fields. Internal order notes and annotations migrate as Deal description text.

Keap tasks linked to contacts or opportunities migrate to Freshsales Tasks tied to the corresponding Contact or Deal. Subject, due date, assigned user (resolved by email), status, and completion date migrate directly. We set the Freshsales Task's related_to field to the migrated Contact or Deal record using the resolved lookup reference.

Keap notes associated with contacts or companies migrate to Freshsales Notes linked to the corresponding Contact or Account. Author and creation timestamp are preserved. Free-text content migrates as the Note body. Notes without an associated contact or company are imported as standalone Account notes after the Account creation phase.

Keap automation sequences store step definitions in a proprietary internal format not accessible via API. We export sequence names, step counts, and trigger condition labels as a reference inventory document. Freshsales Workflows use a different trigger-action model and must be rebuilt manually in Freshsales's visual workflow builder. The inventory document we deliver lists every sequence with its recommended Freshsales Workflow equivalent for the customer's admin to address post-migration.