Migrate from Maple CRM to Freshsales

Maple CRM Client records hold contact details, address, nationality, passport data, and links to multiple open Cases. We map Clients to Freshsales Contacts with passport and nationality data preserved as custom Contact fields. If the customer uses company-level tracking for their consultancy or educational institution, we also create an Account record and link the Contact via the Account Lookup, collapsing the multi-Case link to a Contact with multiple related Deals.

Maple CRM Lead records (source, status, assigned executive, follow-up dates, and custom intake data) migrate 1:1 to Freshsales Lead. Immigration intake fields from IRCC-relevant jurisdictions migrate as custom Lead fields. We use the email address as the dedupe key. Any Lead with an email matching an existing Contact is flagged for the customer admin to resolve before insert.

Maple CRM Cases are the core immigration workflow object, tracking process stages from Application through Approval or Denial/Appeal. There is no direct Freshsales equivalent, so we map Cases to Freshsales Deals with a custom picklist field case_type__c set to 'Immigration Case' to distinguish from standard sales Deals. Immigration stage values (Application, Review, Submission, Approval, Denial/Appeal) map to Freshsales pipeline stages that we configure before migration, using the stage name and probability from the original Case record.

Documents attach to Cases or Clients in Maple CRM and include intake forms, passports, proof of funds, and visa applications. Binary file attachments migrate as ContentDocument records and are linked to the parent Deal via ContentDocumentLink. Document type and upload date metadata migrate as custom fields on the linked Deal. Large document volumes increase migration time due to binary transfer overhead.

Maple CRM Quotations are generated from Deals or Orders with line items, pricing, and status. We migrate quotation data as Deal records with the quotation status preserved, line items stored as custom Deal fields or a related line-item custom object, and total pricing migrated. The quotation PDF itself does not migrate; only the underlying data record transfers to the Deal.

Maple CRM Invoice records track invoice generation, payment status, and instalment schedules. We migrate Invoice records as Deals with status set to Closed Won and invoice-specific fields (amount, payment terms, outstanding balance) preserved as custom Deal fields. Paid invoices carry a historical Deal record; outstanding invoices carry a Deal in the relevant pipeline stage for follow-up.

Contracts and Annual Maintenance Contracts (AMCs) are linked to Clients in Maple CRM and track service terms, renewal dates, and pricing. We map contract records as Deals with a custom picklist field contract_type__c (Standard, AMC) and renewal date stored as a custom date field. For complex AMC structures with instalment schedules, we use a custom Contract object with lookup to the Client Contact.

Maple CRM Support Request records carry status, priority, assignee, and timestamps from the Support Request Management module. We map these to Freshsales Case records with priority and status preserved as standard Case fields. The TAT (Turnaround Time) tracking and SLA escalation rules that govern queue-based escalation in Maple CRM are platform configurations not exposed via API; these must be reconstructed as Freshsales SLA rules or Case assignment rules post-migration.

Maple CRM automation rules (email triggers, stage-change notifications, follow-up reminders) are stored as platform configuration and are not accessible via any documented API endpoint. We do not migrate automation definitions. During discovery, we document every active automation the customer has configured, capturing the trigger, conditions, actions, and delay rules. The customer uses this document to rebuild each automation in Freshsales Workflows after migration.

Maple CRM user accounts with role-based access control export with role and team assignments. We export user records by email address for matching to Freshsales User records. Any Maple CRM user that does not have a corresponding Freshsales User is placed in a reconciliation queue for the customer's admin to provision. HR data such as compensation, PTO, and staff records are not stored in Maple CRM and are not part of this migration scope.