How long does a Kylas Sales CRM to Freshsales migration take?

Most migrations land between three and five weeks for accounts under 15,000 Contacts and 3,000 Deals with no custom objects and straightforward pipeline configurations. Migrations with custom fields, multi-pipeline Kylas setups, large activity histories (over 200,000 engagement records), or picklist value remapping move to six to ten weeks because of schema setup, deduplication, and Freshsales Workflow rebuild planning.

Do Kylas Smart Lists and Workflow Automations migrate to Freshsales?

No. Kylas Smart Lists are dynamic saved searches with no persistent record set; we export the filter criteria as written documentation so your Freshsales admin can recreate the logic in Freshsales Views and Workflows. Kylas workflow automation rules are not exposed via the export API, so they cannot transfer as code. We deliver a written automation inventory listing every active Kylas rule with its trigger, conditions, and actions, and your Freshsales admin rebuilds them in Freshsales Workflows. These rebuilds are a separate task outside the standard migration scope.

What does a Kylas to Freshsales migration typically cost?

Migrations under 15,000 Contacts, 3,000 Deals, and no custom objects land between $4,500 and $6,500. Migrations with custom fields, multi-pipeline configurations, large engagement histories, or picklist remapping move to $8,000-$12,000. Freshsales subscription cost (Growth $9/user/month, Pro $39/user/month, Enterprise $59/user/month billed annually) sits outside the migration fee. Teams moving from Kylas flat-rate $200/month to Freshsales Pro should note that a 20-person team costs $780/month versus Kylas flat $200/month; the migration ROI depends on whether the team needs Freshsales features that justify the per-user cost.

Can we migrate Kylas leads and contacts with their full activity history?

Yes. We migrate Kylas Leads and Contacts with their associated Activities (Tasks, Calls, Notes) preserved as Freshsales Tasks and Notes linked to the parent record. Activity timestamps and owner assignments transfer, preserving the engagement timeline. Field-sales check-in activities with GPS coordinates map to Freshsales custom location fields if the customer configures them. Workflow and automation history attached to Kylas records does not migrate because it is not accessible via the export API.

What happens to Kylas custom fields during migration?

Kylas custom fields on any object export with their field type, picklist value IDs, and current values. We create matching custom fields in Freshsales during migration, matching field types (text, number, date, picklist, multi-select) and populating picklist option values from Kylas display labels. Custom field placement on Freshsales page layouts is documented for your admin to position after migration. Picklist value remapping is validated in sandbox before production import.

Will our Kylas per-user roles and permissions transfer to Freshsales?

Kylas user roles (Admin, Sales Manager, Sales Rep) map to Freshsales User Roles where names align. Non-matching role names are documented for manual assignment after migration. Freshsales role hierarchy and profile-based field-level security are configured separately by your admin. Active and inactive user status transfers; inactive Kylas users migrate as inactive Freshsales users unless your admin sets them to active.

Does FlitStack AI migrate data from Kylas to Freshsales and also support switching from Freshsales back to Kylas?

Yes. We support bidirectional migration between any supported CRM pair. If your team moves from Kylas to Freshsales and later finds that Freshsales per-user costs exceed your budget or that the mobile app feature gap for field sales is larger than expected, we can migrate back to Kylas with Freshsales as the source. The object mapping reverses: Freshsales Leads, Contacts, Accounts, and Deals map back to their Kylas equivalents, and any Freshsales custom fields transfer as Kylas custom properties with the same remapping logic in the opposite direction.

How does Freshsales compare to Kylas for teams with large sales teams on the Kylas flat-rate plan?

Freshsales per-seat pricing makes it more expensive than Kylas flat-rate for teams above approximately 6-8 selling users (Kylas $200/month flat versus Freshsales Pro at $39/user = $780/month for 20 users). The trade-off is feature depth: Freshsales Freddy AI scoring, native sequence cadences, Freshworks suite integration (Freshdesk, Freshchat, Freshcaller), and the App Marketplace provide capabilities that Kylas does not offer natively. Teams migrating primarily for cost reasons should validate the per-user total against their headcount plan. Teams migrating for AI, sales engagement, or ecosystem reasons generally find Freshsales worth the per-user cost at Pro tier and above.

Kylas Sales CRM to Freshsales Migration — Field-Level Mapping & Rollback

Overview

What this migration involves

Moving from Kylas Sales CRM to Freshsales is a migration from a flat-rate, unlimited-user Indian-origin SMB CRM to a globally distributed, AI-powered per-seat CRM. Kylas organizes data around Leads, Deals, and Companies with Smart List filter views and automation rules; Freshsales uses Leads, Contacts, Accounts, and Deals with Freddy AI for scoring and routing. We extract Leads, Contacts, Companies, Deals, and Activities via Kylas export APIs, remap picklist value IDs and currency fields to Freshsales conventions, and resolve parent-record lookups (Contact to Account, Deal to Contact) before importing. Smart List definitions document as written filter criteria because Kylas Smart Lists are dynamic queries with no persistent record set. Kylas workflow automation rules cannot transfer; we deliver a configuration inventory for Freshsales admin to rebuild in Freshsales Workflows. Freshsales per-seat pricing (Growth $9/user, Pro $39/user, Enterprise $59/user) makes the move attractive for teams that previously paid a flat rate regardless of headcount, but growing sales teams moving from Kylas flat-rate to Freshsales per-seat should validate the per-user total against their planned hiring curve.

Field-level fidelity

Every standard and custom field arrives verified.

Schema-aware mapping

AI proposes the map; you confirm before any record moves.

Relationships preserved

Parent–child, lookups, and ownership stay linked.

Full activity history

Calls, emails, meetings — with original timestamps.

Attachments & notes

Documents, uploads, and inline notes move with the record.

Why teams make this switch

Two sides of the same decision

Leaving

Kylas Sales CRM

What's pushing teams away

Record storage caps on the free tier (1,000 records) force an early upgrade, and some reviewers on Capterra and Reddit report the $200/month flat rate feels expensive relative to bare-bones alternatives priced at $15/user.
The native integration marketplace covers 80+ apps but some advanced ERP and accounting connectors require third-party middleware, leading teams on complex tech stacks to feel limited.
Custom workflow automations built inside Kylas do not export as reusable templates, meaning teams migrating away must manually rebuild every automation from scratch—a cost that catches some churners off guard.
Exporting Smart Lists and filtered views requires navigating the Data Management section in the UI; there is no single bulk-API call to dump all filtered record sets, making programmatic large-scale exports more involved than expected.

Choosing

Freshsales

What's pulling them in

Lowest barrier to entry among major CRMs — the free tier supports up to 3 users and includes core CRM functionality before committing to per-seat pricing.
Built-in chat, email, and phone reduce reliance on third-party integrations for basic sales communication and contact management.
Freddy AI contact scoring and deal insights are included on Pro plans at a lower price than comparable HubSpot tiers.
Kanban pipeline views across Contacts, Accounts, and Deals provide visual deal management without requiring custom configuration.
Integration with the broader Freshworks ecosystem (Freshdesk, Freshchat, Freshservice) reduces tool sprawl for teams already using Freshworks.

Object mapping

How Kylas Sales CRM objects map to Freshsales

Each row shows how a Kylas Sales CRM object lands in Freshsales, including any object-level transformations, lookup resolution, or schema-design dependencies.

Typical mapping — final map is confirmed during the sample migration step.

Kylas Sales CRM

Lead

maps to

Freshsales

Lead

1:1

Fully supported

Kylas Lead records map to Freshsales Lead. We preserve lead_score, lead_source, and custom lead properties in Freshsales custom fields. The Freshsales Lead Status field maps from Kylas lead status (New, Contacted, Qualified, Lost). Kylas lifecycle stages attached to Leads carry over as a custom text field for reference. Freshsales does not require lead conversion before a record can become an Account or Contact; the migration keeps Leads as Leads unless the customer requests Contact conversion during scoping.

Kylas Sales CRM

Contact

maps to

Freshsales

Contact

1:1

Fully supported

Kylas Contact records map directly to Freshsales Contact. Standard fields (first_name, last_name, email, phone, mobile, address) map field-for-field. Custom contact properties migrate to Freshsales custom contact fields of matching type. Email address serves as the dedupe key; duplicate emails trigger a merge or skip decision based on customer preference during scoping. We preserve Kylas lifecycle_stage as a custom field on Freshsales Contact for reporting continuity.

Kylas Sales CRM

Company

maps to

Freshsales

Account

1:1

Fully supported

Kylas Company records map to Freshsales Account. Industry classification, company size, annual revenue, and multi-currency settings transfer. The Kylas company domain maps to Account Website for web-domain-based dedupe. Linked Kylas Contacts and Deals carry their association through the migration by resolving the Account ID before Contact and Deal insert.

Kylas Sales CRM

Deal

maps to

Freshsales

Deal

1:1

Fully supported

Kylas Deals map to Freshsales Deals with pipeline stage, deal value, expected close date, owner assignment, and probability preserved. Stage names map from Kylas stage names to Freshsales Deal Stage values. Probability percentages transfer as-is. Kylas custom deal fields map to Freshsales custom deal fields. Closed-Lost and Closed-Won reason custom fields carry over if they exist on the source.

Kylas Sales CRM

Pipeline

maps to

Freshsales

Deal Pipeline + Sales Process

lossy

Fully supported

Kylas multiple named Pipelines map to Freshsales Deal Pipelines. Freshsales Growth and above support multiple deal pipelines; we create each named pipeline in Freshsales with its stage sequence before Deal import begins. Stages exceeding Freshsales default limit (15 per pipeline) are flagged and consolidated per customer instruction.

Kylas Sales CRM

Activity (Task, Call, Note)

maps to

Freshsales

Tasks, Appointments, Notes

1:1

Fully supported

Kylas Activity records (Tasks, Calls, Notes) attach to Leads, Contacts, Deals, and Companies. We migrate tasks as Freshsales Tasks with Status, Priority, and ActivityDate preserved. Calls with duration and disposition migrate as Tasks with a call_disposition custom field. Notes migrate as Freshsales Notes linked via the CRM object's note association. Activity timestamps and owner assignments transfer. Field-sales check-in activities with GPS coordinates map to Freshsales custom location fields if configured.

Kylas Sales CRM

Custom Fields (all objects)

maps to

Freshsales

Custom Fields

1:1

Mapping required

Kylas custom fields on any object (Lead, Contact, Company, Deal, Activity) export with field type, picklist value IDs, and current values. We create matching custom fields in Freshsales during migration and remap picklist value IDs to Freshsales picklist option values. Multi-select picklists and date fields transfer as equivalent Freshsales field types. Custom field ordering and layout placement are documented for the customer's Freshsales admin to position on page layouts.

Kylas Sales CRM

Tag

maps to

Freshsales

Tag

1:1

Fully supported

Kylas tags apply across objects and are exported as a full tag vocabulary. We map each tagged record to Freshsales Tags, merging duplicate tag names during the import pass. Tags on Kylas Deals carry to Freshsales Deals. Tags on Contacts carry to Freshsales Contacts. Tags used for lead scoring segments are preserved as tag values for the customer's Freshsales admin to recreate as Freshsales Workflow conditions.

Kylas Sales CRM

User (Owner)

maps to

Freshsales

User

1:1

Fully supported

Kylas user records (name, email, role, profile) export and map to Freshsales Users. We resolve by email match. Inactive Kylas users are flagged and held in a reconciliation queue; Freshsales admin provisions matching User records (active or inactive) before record import resumes. Role and profile names map to Freshsales Role and Profile where names match; non-matching roles document for manual assignment after migration.

Kylas Sales CRM	Freshsales	Compatibility
Lead	Lead1:1	Fully supported
Contact	Contact1:1	Fully supported
Company	Account1:1	Fully supported
Deal	Deal1:1	Fully supported
Pipeline	Deal Pipeline + Sales Processlossy	Fully supported
Activity (Task, Call, Note)	Tasks, Appointments, Notes1:1	Fully supported
Custom Fields (all objects)	Custom Fields1:1	Mapping required
Tag	Tag1:1	Fully supported
User (Owner)	User1:1	Fully supported

Gotchas + challenges

What specifically takes care here

Platform-specific issues from each side, plus the pair-specific challenges that don't show up on either platform's page on its own.

Kylas Sales CRM gotchas

High

Record storage caps gate migration scope

Medium

Smart List filter criteria are non-exportable

High

Workflow automation rules cannot be transferred

Low

API lacks publicly documented rate limits

Freshsales gotchas

Medium

Freddy AI is Pro-tier only despite heavy marketing

High

Post-migration emails and sequences are disabled

Medium

Bot session credits are a one-time 500-session allocation

Medium

Phone credits charged per minute with no cap

Low

File storage limits scale with plan tier

Kylas Sales CRM gotchas		Freshsales gotchas
Severity	Issue	Severity	Issue
High	Record storage caps gate migration scope	Medium	Freddy AI is Pro-tier only despite heavy marketing
Medium	Smart List filter criteria are non-exportable	High	Post-migration emails and sequences are disabled
High	Workflow automation rules cannot be transferred	Medium	Bot session credits are a one-time 500-session allocation
Low	API lacks publicly documented rate limits	Medium	Phone credits charged per minute with no cap
		Low	File storage limits scale with plan tier

Pair-specific challenges

Smart List filter criteria have no persistent record set to export

Kylas Smart Lists are dynamic saved searches evaluated at display time; they contain no persistent membership list. When a customer requests migration of Smart Lists, we export the underlying filter criteria as written documentation and migrate the records visible in each Smart List as standard filtered exports at migration time. Because Smart List membership changes continuously, the set of records inside a Smart List on migration day may differ from the set during scoping. We warn customers that Smart List definitions must be recreated manually in Freshsales Views and that ongoing Smart List-style segmentation requires Freshsales Workflows to rebuild the logic.
Kylas workflow automation cannot transfer to Freshsales Workflows

Kylas workflow automation rules (triggers, conditions, action sequences) are not exposed through the Kylas export API. Any automation the customer has built—assignment rules, stage-change triggers, email autoresponders, lead routing—must be documented by us as a written configuration inventory and rebuilt manually in Freshsales Workflows. This is a platform-level restriction on the Kylas side, not a limitation of our migration tooling. We surface it upfront during scoping so customers budget time for the rebuild phase and understand that automation rebuild falls outside the standard migration scope.
Freshsales mobile app has limited field-sales feature parity

Unlike Kylas which has full CRM functionality on mobile iOS and Android including field-sales tracking, WhatsApp integration, and check-in logging, Freshsales mobile app is more limited in its offline capability and field-sales feature set. Reviewers on Kylas comparison pages specifically note this gap. Teams migrating from Kylas that rely on field-sales check-ins, GPS-tagged visits, or offline data entry on mobile should validate the Freshsales mobile app feature set before cutover and plan for process adjustments or third-party field-sales add-ons if the native app does not cover the use case.
Freshsales requires explicit lead-to-contact conversion step

Kylas treats Leads and Contacts as convertible records in a single flow; Freshsales maintains a clearer separation between Leads (unqualified prospects) and Contacts (qualified records). Migrations from Kylas where Contacts contain both qualified and unqualified records require a decision during scoping: migrate all Contacts as Freshsales Contacts (recommended if most are qualified), or split into Leads and Contacts using a lifecycle stage or status threshold. We run the split as a transform before import and preserve the original Kylas lifecycle stage in a custom field for audit. Skipping this decision results in unqualified records sitting in Freshsales Contacts without an Account association.

Migration approach

Six steps for a successful Kylas Sales CRM to Freshsales data migration

Discovery and scoping

We audit the Kylas portal for record counts across all objects, custom fields and their types, active pipeline count and stage names, user count and role assignments, and engagement volume. We also audit Kylas Smart List definitions and active workflow rules for the automation inventory. We pair this with a Freshsales tier recommendation: Free (3 users, 1,000 records) for very small teams; Growth ($9/user) for teams needing territory management and multiple pipelines; Pro ($39/user) for teams needing workflow automation, Freddy AI, and product quotes; Enterprise ($59/user) for teams with complex org structures. The discovery output is a written migration scope document with record counts, object mapping plan, and a Freshsales tier recommendation.
Source data extraction and deduplication

We extract all Kylas entities via Kylas export APIs and UI-based Data Management module: Leads, Contacts, Companies, Deals, Activities, Tags, and Custom Field values. We run a deduplication pass on email addresses for Contacts and on company names for Accounts, flagging duplicates for customer resolution. Custom field picklist value IDs are captured alongside their display labels for Freshsales remapping. Any Kylas records exceeding Freshsales record limits on the target plan are flagged for customer decision (upgrade tier or archive older records). Smart List definitions are documented as written filter criteria.
Destination schema setup in Freshsales

We create the Freshsales schema before any data import: custom fields on Lead, Contact, Account, and Deal objects with types matched to Kylas source field types; picklist option values populated from Kylas picklist display labels; Deal pipelines and stage sequences mirroring the Kylas pipeline configuration; Freshsales Workflows planned for the rebuild phase but not yet active. Custom fields are deployed via Freshsales API or manually configured, and we validate field-level access permissions with the customer's Freshsales admin to avoid import blocking.
Sandbox migration and reconciliation

We run a full migration into a Freshsales test environment using production-like data volume. The customer's operations lead reconciles record counts (Leads in, Contacts in, Accounts in, Deals in, Activities in), spot-checks 20-30 records against the Kylas source, and reviews the Smart List criteria documentation. Any field mapping corrections, picklist value mismatches, or pipeline stage name adjustments happen here. Sign-off on the sandbox migration is required before production cutover begins.
Owner reconciliation and user provisioning

We extract every distinct Kylas Owner (sales rep, manager) referenced on Contacts, Accounts, Deals, and Activities and match by email against the Freshsales destination User table. Owners without a matching Freshsales User go to a reconciliation queue. The customer's Freshsales admin provisions any missing Users and assigns Roles. Workflow automation rebuild planning also begins here using the automation inventory document we delivered.
Production migration in dependency order

We run production migration in record-dependency order: Users (provisioned and validated), Accounts (from Kylas Companies), Contacts (with AccountId resolved), Deals (with ContactId and AccountId resolved), Leads (with the lifecycle split applied), Activity history (Tasks, Calls, Notes), Tags, and Custom Field values. Each phase emits a row-count reconciliation report before the next phase begins. We use Freshsales REST API with rate-limit handling and exponential backoff for standard record loads; bulk CSV imports via Freshsales Data Import for large Contacts and Deals batches.
Cutover, validation, and automation rebuild handoff

We freeze Kylas writes during cutover, run a final delta migration of any records created or modified during the migration window, then switch the team to Freshsales as the system of record. We deliver the Smart List filter criteria documentation and the Workflow automation inventory to the customer's Freshsales admin. We support a three-day hypercare window where we resolve reconciliation issues. Workflow rebuilds in Freshsales Workflows are a separate engagement; we do not rebuild Kylas automations as Freshsales automations inside the standard migration scope.

Platform deep dives

Context on both ends of the pair

Kylas Sales CRM

Source

Strengths

Unlimited-user flat-rate pricing simplifies budgeting for growing sales teams without per-seat inflation.
Mobile-first design with native iOS and Android apps keeps field reps productive without desktop access.
Built-in WhatsApp, SMS, and calling integration reduces reliance on third-party telephony tools.
Drag-and-drop pipeline configuration lets sales managers adjust deal stages without developer involvement.
Lead scoring and automated routing provide tiered prioritisation without requiring a data analyst on staff.

Weaknesses

Free tier caps at 1,000 records, pushing teams to upgrade sooner than comparable CRMs with higher free limits.
Workflow automation cannot be exported, requiring manual rebuild when switching platforms—a significant change-management cost.
Smart Lists are query-based and not exportable as static record sets, limiting migration completeness for teams relying heavily on filtered views.
The API is not publicly documented with rate limits or bulk endpoints, making programmatic migration planning less predictable.
The platform is primarily marketed to Indian and Southeast Asian SMBs; enterprise teams with global compliance requirements may find regional data-residency options limited.

Freshsales

Destination

Strengths

Generous free tier for small teams with core CRM functionality without per-seat costs.
All-in-one sales CRM with built-in telephony, chat, and email reducing third-party tool dependency.
Freddy AI contact scoring and deal predictions available on Pro tier.
Multiple pipeline views with Kanban and list options across all plans.

Weaknesses

Reports lack depth compared to competitors like HubSpot, with limited customization options.
Integration setup is poorly documented with no clear guides for connecting third-party tools.
AI features gated behind $39/user/month Pro tier despite marketing emphasis on Freddy AI.
Bot sessions limited to 500 one-time allocation with no monthly refresh.

	Kylas Sales CRM Source	Freshsales Destination
Strengths	Unlimited-user flat-rate pricing simplifies budgeting for growing sales teams without per-seat inflation. Mobile-first design with native iOS and Android apps keeps field reps productive without desktop access. Built-in WhatsApp, SMS, and calling integration reduces reliance on third-party telephony tools. Drag-and-drop pipeline configuration lets sales managers adjust deal stages without developer involvement. Lead scoring and automated routing provide tiered prioritisation without requiring a data analyst on staff.	Generous free tier for small teams with core CRM functionality without per-seat costs. All-in-one sales CRM with built-in telephony, chat, and email reducing third-party tool dependency. Freddy AI contact scoring and deal predictions available on Pro tier. Multiple pipeline views with Kanban and list options across all plans.
Weaknesses	Free tier caps at 1,000 records, pushing teams to upgrade sooner than comparable CRMs with higher free limits. Workflow automation cannot be exported, requiring manual rebuild when switching platforms—a significant change-management cost. Smart Lists are query-based and not exportable as static record sets, limiting migration completeness for teams relying heavily on filtered views. The API is not publicly documented with rate limits or bulk endpoints, making programmatic migration planning less predictable. The platform is primarily marketed to Indian and Southeast Asian SMBs; enterprise teams with global compliance requirements may find regional data-residency options limited.	Reports lack depth compared to competitors like HubSpot, with limited customization options. Integration setup is poorly documented with no clear guides for connecting third-party tools. AI features gated behind $39/user/month Pro tier despite marketing emphasis on Freddy AI. Bot sessions limited to 500 one-time allocation with no monthly refresh.

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Migrate from Kylas Sales CRM to Freshsales

What this migration involves

Field-level fidelity

Schema-aware mapping

Relationships preserved

Full activity history

Attachments & notes

Two sides of the same decision

Kylas Sales CRM

Freshsales

How Kylas Sales CRM objects map to Freshsales

What specifically takes care here

Six steps for a successful Kylas Sales CRM to Freshsales data migration

Context on both ends of the pair

How hard is this migration?

Estimate your Kylas Sales CRM to Freshsales migration cost

What are you migrating?

Frequently asked questions about Kylas Sales CRM to Freshsales data migrations

Can't find your answer?

Related migrations to explore

Move from Kylas Sales CRM.
Land in Freshsales, intact.

Migrate from Kylas Sales CRM to Freshsales

What this migration involves

Field-level fidelity

Schema-aware mapping

Relationships preserved

Full activity history

Attachments & notes

Two sides of the same decision

Kylas Sales CRM

Freshsales

How Kylas Sales CRM objects map to Freshsales

What specifically takes care here

Six steps for a successful Kylas Sales CRM to Freshsales data migration

Context on both ends of the pair

How hard is this migration?

Estimate your Kylas Sales CRM to Freshsales migration cost

Frequently asked questions about Kylas Sales CRM to Freshsales data migrations

Can't find your answer?

How long does a Kylas Sales CRM to Freshsales migration take?

Do Kylas Smart Lists and Workflow Automations migrate to Freshsales?

What does a Kylas to Freshsales migration typically cost?

Can we migrate Kylas leads and contacts with their full activity history?

What happens to Kylas custom fields during migration?

Will our Kylas per-user roles and permissions transfer to Freshsales?

Does FlitStack AI migrate data from Kylas to Freshsales and also support switching from Freshsales back to Kylas?

How does Freshsales compare to Kylas for teams with large sales teams on the Kylas flat-rate plan?

Related migrations to explore

Move from Kylas Sales CRM. Land in Freshsales, intact.

Move from Kylas Sales CRM.
Land in Freshsales, intact.