Migrate from OctopusPro to Freshsales

OctopusPro Customer records (name, contact info, address, notes) map to Freshsales Contact records with a parent Account created from the same Customer data. We use the Customer's primary address as the Account's billing address and the contact details as the primary Contact's fields. Custom fields on the Customer profile migrate to custom fields on the Contact record in Freshsales. If the customer uses OctopusPro's Customer Portal for self-booking, we capture portal-visible status but note that portal settings are not migrated — Freshsales's customer-facing capabilities would require a separate Experience Cloud or portal configuration.

OctopusPro Bookings link a Customer, one or more Field Workers, a Service, a time slot, and a status. We map Booking status to Freshsales Deal stage ( Appointment Scheduled, Job Completed, Invoiced map to corresponding Deal stages). Booking timestamps migrate as Activity records (Tasks for status-change events, Events for scheduled time slots) linked to the parent Contact and Account. The service price and invoice total map to the Deal's Amount field. If multiple line items exist on a booking, each migrates as a separate line item on the Freshsales Deal.

OctopusPro Field Worker records (name, role, contact details, pay rates) map to Freshsales User records. Field Worker role maps to Freshsales User Role in the hierarchy. Active Field Workers are provisioned as active Freshsales Users; inactive or archived workers are provisioned as inactive Users to preserve the assignment history on migrated Deals. GPS tracking preferences from OctopusPro have no Freshsales equivalent and are not migrated.

OctopusPro Invoices tied to Bookings map to Freshsales Deals with the invoice total as the Deal amount and invoice line items as Deal line items or Products. Invoice payment status (Paid, Partial, Unpaid) maps to Deal stage. We preserve invoice number, issue date, and due date on the Deal as custom fields if the standard Freshsales Deal schema does not capture them directly. Unpaid invoice amounts carry forward as open Deal values.

OctopusPro Payment records (amount, method, date, status against an Invoice) migrate as Activity Task records linked to the parent Contact and Deal. Payment method and status are stored as custom fields on the Activity. Partial payments and refunds are captured as separate Activity records with appropriate type flags. We flag any payment records that reference voided or missing invoices for manual review.

OctopusPro Quotes (pre-booking documents with line items, validity dates, and accept/reject status) map to Freshsales Deals in an early pipeline stage (e.g., Proposal or Quote Sent) with the estimated amount from the Quote. Quote validity dates and status migrate as custom fields. If the Quote was accepted in OctopusPro, the Deal advances to the corresponding stage; if rejected or expired, the Deal is created with a Lost status and reason.

OctopusPro Service definitions (name, description, pricing rules, duration) map to Freshsales Products. Pricing rules that are fixed-amount map to the Product's Unit Price; pricing rules with variable components map to custom fields on the Product. Service duration maps to a custom field on the Product for reference. Service-area constraints have no Freshsales equivalent and are noted as non-migrated.

OctopusPro custom fields on Customer profiles (e.g., pet health history for mobile vet services, gate codes for field service) migrate to Freshsales Contact custom fields. We request a full custom field inventory from OctopusPro support during scoping, then create matching typed fields in Freshsales (text, number, date, picklist, checkbox) before the Contact import phase. Multi-select picklist values from OctopusPro map to Freshsales multi-select picklist fields. Signature custom fields are not migratable as binary data; we note them as requiring manual re-capture.

OctopusPro custom fields on Bookings (e.g., job photos, intake tags, vehicle information) migrate to Freshsales Deal custom fields. The same discovery and schema creation process applies: we request the booking custom field list from OctopusPro support, create matching typed fields in Freshsales, then load data during the Deal import phase. Form attachments and images stored as URLs migrate as text fields pointing to the original URL.