Migrate from OctopusPro to monday CRM

OctopusPro Customer records (name, email, phone, address, notes, and custom fields) map to Monday.com CRM Contact items in a Customer Relations board. The contact record is created first so that Booking and Invoice items can reference it as a LookUp column. Tenant-specific custom fields from OctopusPro are discovered during scoping and mapped to Monday.com custom field columns (text, number, date, or dropdown) on the Contact item. Any custom field schema is unique per OctopusPro business and must be extracted from the support-assisted export before mapping.

OctopusPro Bookings are the central linking object connecting Customer, Field Worker, Service, time slot, status, and Invoice. We map Booking records to Monday.com items in a Bookings or Jobs board with LookUp columns pointing to the Customer contact item and the assigned Field Worker. Booking status (scheduled, in-progress, completed, cancelled) maps to a Status column in Monday.com. Historical timestamps (created date, scheduled date, completed date) migrate as date columns. The booking-service association migrates as a LookUp or item link to a Services board item.

OctopusPro Invoices are linked to Bookings and contain line items, tax, totals, and payment status. We map invoices to Monday.com items in an Invoices board with LookUp columns linking to the originating Customer and Booking. Invoice status (paid, unpaid, partial, voided) maps to a Status column. Line item details (description, quantity, unit price, total) are stored as subitems or as structured text in a long-text column. We preserve the full payment history including partial payments and refunds as separate subitem records or activity notes.

OctopusPro Payment records (amount, method, date, status) map to Monday.com subitems on the linked Invoice item or as structured activity notes attached to the Invoice item. Payment method (card, cash, bank transfer) migrates as a dropdown column on the payment subitem. Partial payment scenarios produce multiple subitems against a single Invoice item, with a running total reflected in the parent Invoice item's paid-amount column.

OctopusPro Field Worker records (name, role, contact details, pay rates, GPS tracking preferences) map to Monday.com Team Members (if the worker is a Monday.com user) or to items in a Team board if the destination uses a staff directory rather than direct seat assignment. GPS tracking preferences and real-time location settings have no Monday.com CRM equivalent and cannot be migrated; these are noted as a gap in the migration scope. Field worker contact details map to standard text and email columns.

OctopusPro Quotes (pre-booking documents with line items, validity dates, and accept/reject status) map to Monday.com items in a Quotes board. Quote status (sent, accepted, rejected, expired) maps to a Status column. Validity dates migrate as date columns. Line item content migrates as subitems or structured text. Any linked Service references map via LookUp columns to the Services board. Accepted quotes that have progressed to a booking are cross-linked to the corresponding Booking item.

OctopusPro Service definitions (name, description, pricing rules, duration, service-area constraints) map to Monday.com items in a Services board. Service pricing, duration, and area constraints migrate as number, duration, and text columns. This board acts as a reference catalogue; Booking items link to Service items via LookUp to preserve the service association without duplicating service data across booking records.

OctopusPro custom fields on Customer profiles and Bookings (for example, pet health history in vet services or gate codes in field service) are tenant-specific and must be discovered from the support-assisted export before mapping. We request a full field inventory from OctopusPro support as part of the export process. Each discovered custom field maps to a Monday.com custom field column of the matching type (text, number, date, dropdown). Any custom field that has no Monday.com equivalent is flagged for the customer to decide whether to store as text or drop.