Migrate from OctopusPro to Zoho CRM

OctopusPro Customer records (name, email, phone, address, custom fields) map to Zoho CRM Contacts as the primary object, with Account records created for customers with a business or company association. We resolve the Account-Contact hierarchy during scoping based on whether the OctopusPro customer has a company name or operates as an individual. Custom fields on customer profiles map to Zoho custom fields on Contact. Any tenant-specific custom field schema is discovered during the support-assisted export and mapped before import.

OctopusPro Bookings are the central object linking a customer, field worker, service, time slot, status, and invoice. Zoho CRM has no native booking object. We map bookings to a combination of Zoho Tasks (for scheduling and status tracking) and a custom module named Jobs or Projects (created during migration) that stores booking-level fields: service type, scheduled time, assigned field worker, site address, and booking status. The custom module is configured before migration with lookup relationships to the Contact and User records.

OctopusPro Field Worker records (name, role, contact details, pay rates, GPS tracking preferences) map to Zoho CRM User records. GPS location history from OctopusPro is preserved as a text field or custom field on the User record since Zoho CRM does not have a native field worker GPS tracking module. If the customer uses Zoho One, Zoho Workerly (part of Zoho FSM) can replace GPS tracking post-migration. Field worker scheduling and dispatch move to Zoho Tasks with assignment rules.

OctopusPro Invoice records (line items, tax, totals, payment status, linked booking) map to Zoho CRM Invoice records. Invoice number, date, due date, subtotal, tax, total, and status transfer directly. The linked booking in OctopusPro is referenced via a custom field on the Zoho Invoice (booking_reference__c) pointing to the Jobs/Projects custom module entry. Partial payment and refund scenarios are flagged and mapped to Zoho's payment record structure.

OctopusPro Payment records (amount, method, date, status against invoice) map to Zoho CRM Payment records linked to the corresponding Invoice. We map payment method (cash, card, bank transfer) to Zoho's payment method picklist. Refunded payments are mapped with a negative amount and the refund status preserved.

OctopusPro Quotes (line items, validity dates, accept/reject status) map to Zoho CRM Quotes. Quote validity dates migrate as Valid Till. Acceptance status is stored in a custom field since Zoho Quotes use standard statuses (Draft, Delivered, Reviewed, Accepted, Lost). Quote PDFs attach as ContentDocument records linked to the Quote.

OctopusPro Service definitions (name, description, pricing rules, duration, service area constraints) map to Zoho CRM Products. Pricing rules become Product pricing details; duration maps to a custom field since Zoho Products do not have a native duration field. Service area constraints are preserved as text fields or picklists on the Product record.

OctopusPro forms and checklists capture structured field data—job photos, tags, intake information, site conditions—on bookings. We map available fields to custom fields on the Jobs/Projects custom module (created for Booking mapping). The schema varies per service type; we discover the full form field inventory during the support-assisted export and configure matching Zoho custom fields before import. File attachments (photos, signed forms) migrate as Zoho Attachments linked to the Job record.

OctopusPro allows tenant-specific custom fields on customer profiles to capture vertical-specific data (pet health history, gate codes, site access notes). We discover the full custom field inventory during the support-assisted export, map each field type to the equivalent Zoho CRM field type (text, number, date, picklist, checkbox, multi-select), and create the custom fields on the Contact module before import. Custom field values transfer as data.

Booking-level custom fields in OctopusPro capture job-specific intake data that varies by service type. We discover the booking custom field schema during the support-assisted export, configure matching custom fields on the Jobs/Projects custom module, and migrate values as structured data. The mapping handles cases where OctopusPro custom fields are conditionally required based on service type.

The OctopusPro Customer Portal is a configuration layer controlling online booking visibility, invoice viewing, FAQ access, and payment links. These settings do not store data independently—they are display preferences. We do not migrate portal configuration. The underlying customer records, bookings, and invoices surface in Zoho CRM, but the customer-facing portal experience must be rebuilt using Zoho Sites or Zoho Commerce (requires separate setup). We document the active portal features during scoping for the customer's admin to reference.