Migrate from Kickserv to Freshsales

Kickserv customers map to Freshsales accounts. Address fields (street, city, state, zip) migrate as Account billing and shipping address fields. Customer source tags and custom fields on the customer record migrate as Freshsales custom fields on the account. The primary contact from the Kickserv customer record links to the Freshsales account, and source tags become Freshsales account tags.

Kickserv contact records attached to a customer map to Freshsales contacts linked to the corresponding account. Email, phone, mobile, and job title migrate directly. Kickserv contact-level custom fields map to Freshsales Contact custom fields. If a Kickserv customer has multiple contacts, each is created as a separate Freshsales contact under the same account, preserving the contact's role and primary flag where available.

Kickserv jobs are the core unit of migration — each job becomes a Freshsales deal. Job status (scheduled, in-progress, completed) maps to a Freshsales pipeline stage, which requires pipeline setup in Freshsales before migration. Job scheduled date maps to Deal expected_close_date.

Kickserv jobs in 'scheduled' status route to a designated early pipeline stage in Freshsales representing work not yet started. We apply the same logic for 'in-progress' and 'completed' jobs mapping to mid and late pipeline stages respectively. The mapping can be customized based on your existing stage names; we provide a stage‑name mapping table before migration to align with your workflow.

Kickserv estimates become Freshsales deals in an early 'quote pending' pipeline stage. Estimate line items migrate as deal product items. When an estimate is accepted in Kickserv, the corresponding deal advances in Freshsales pipeline. If the estimate includes a product catalog, we map each line item to Freshsales deal products, preserving quantity, unit price. Accepted estimates trigger a pipeline stage transition that can be automated via Freshsales workflows.

Kickserv employees (technicians, dispatchers) are matched to Freshsales users by email address. Kickserv employee records that have an email address migrate as Freshsales user invitations; employee-only records without email migrate as deal owner assignments to a fallback admin. Technician and dispatcher roles are transferred as Freshsales role tags, and the fallback admin can be customized to a specific user or group for post-migration ownership reassignment.

The Kickserv technician assigned to a job maps to the Freshsales deal owner. If a job has no assignment, it lands under the default Freshsales admin owner. Multiple-technician jobs split into separate deal records linked by a custom group ID.

Kickserv time entries (hours logged per job) have no native Freshsales equivalent. We store total logged hours as a custom numeric field on the deal and create Freshsales tasks capturing the time entry description and technician name. Each task is linked to the deal and includes the start time, end time, and any notes. For reporting, we aggregate hours by technician using Freshsales custom reports.

Kickserv invoices do not map to a standard Freshsales object. Invoice number, amount, status, and payment date migrate as read-only reference custom fields on the account for audit continuity. Actual invoice records remain in Kickserv or QuickBooks. These fields are set to locked in Freshsales to prevent accidental edits, and they appear on the account overview for quick reference during customer conversations.

Kickserv custom fields on jobs and customers require Freshsales custom field creation before migration. We generate a setup plan listing each custom field's type (text, date, number) and target object so Freshsales admins can pre-create them before data lands. The plan also includes validation rules and default values, ensuring that migrated data complies with any required formats.

Kickserv tags on jobs (e.g., 'HVAC repair', 'emergency') migrate as Freshsales deal tags. Service type categories migrate as a custom pick-list field on the deal when tags alone are insufficient for reporting. We map each tag to a lowercase, hyphenated Freshsales tag for consistency, and we recommend creating a parent pick-list for service categories to enable filtering across multiple deals.