Migrate from MerusCase to Freshsales

Case Ledger entries require a custom field or module strategy

MerusCase ledger entries store billable time with UTBMS task codes (L-Code), activity codes (A-Code), and expense codes (E-Code) per case. Freshsales has no native ledger or billing module. We map total billed hours and amounts to custom currency fields on the Deal, but detailed line-item ledger data requires either a custom module (available on Freshsales Enterprise) or a reference table outside the CRM. Firms with hundreds of ledger entries per case need to decide whether to preserve detail or summarize at the case level — the latter loses per-entry history but avoids creating hundreds of custom module records.

MerusCase party roles have no Freshsales native equivalent

MerusCase associates parties with cases using specific roles: Plaintiff, Defendant, Witness, Client, Co-Counsel, Insurance Carrier. Freshsales Contacts have no native role field when linked to Deals. We create a custom pick-list field (Party_Role__c) on the Deal-Contact relationship or as a custom field on Contact. However, Freshsales only supports one primary Contact per Deal unless Opportunity Contact Roles are used — and Opportunity Contact Roles require the Deals module to be enabled and configured per Freshsales plan. Firms with multi-party cases need to decide on a primary contact or use the custom role field to preserve the relationship for reference.

MerusCase case-type-specific tabs become disconnected custom fields

MerusCase adds specialized tabs for Immigration (visa type, packet groupings), Criminal (arrest details, charges), and other practice areas. Each tab's fields are legal-domain-specific and have no direct Freshsales equivalent. These fields migrate as custom fields on the Deal object, but the contextual grouping (the Immigration tab vs. the Criminal tab) is lost. Freshsales admins need to manually recreate tab-like groupings using section layouts or separate custom modules per practice area.

MerusCase workflows do not transfer and require manual rebuild

MerusCase workflows trigger on Activity Tags or description text to automatically create tasks, events, and calendar entries. Freshsales workflows (available as Basic Workflows on Growth, Advanced Workflows on Pro/Enterprise) are event-triggered on record save, assignment changes, or stage transitions — a fundamentally different automation model. We export MerusCase workflow definitions as documentation. Freshsales admins must rebuild these as Freshsales workflows or sequences from scratch. Because the trigger logic differs, any conditional branching based on tag keywords will need to be recreated using Freshsales' conditions and actions, which may require additional planning and testing.

Document archive extraction is plan-dependent for file sizes

MerusCase document archives are downloaded per case and include all files attached to that case. Freshsales storage limits are plan-dependent: Growth includes 2GB per user, Pro includes 5GB per user, Enterprise includes 100GB per user. Large case archives with high-resolution scanned documents, PDFs, and multimedia can exceed per-file limits on lower tiers. We extract and compress files during migration; any file exceeding Freshsales limits is flagged for manual re-upload or alternative storage.