Migrate from Ontraport to Freshsales

Discovery and extraction scoping

We audit the Ontraport account for total Contact, Company, Deal, Note, Task, Custom Object, and transaction record counts. We identify the API rate-limit behavior by running a trial extraction of 100 records and measuring response latency. We document which Automation Rules are active, which Sequences are enrolled, and which Campaigns have active contacts. We also identify any pre-existing exports in the Export History and flag those within the 60-day window. The discovery output is a written scope document with record counts, extraction schedule, and an automation inventory list.

Staged data extraction via API

We extract data from Ontraport in dependency order: Contacts first (the primary object), then Companies, Deals, Tags, Notes, Tasks, Invoices, and Custom Objects. Because Ontraport has no bulk export API, we paginate through each object type in batches, handling rate-limit responses with exponential backoff. Notes are extracted with the 'include notes' option, producing the duplicate-row pattern we then deduplicate in the staging environment. Each extraction run produces a row-count reconciliation against the Ontraport UI count before we proceed to transform.

Data transform and field mapping

We map Ontraport fields to typed Freshsales fields. Contact fields map 1:1 where field types match (text, number, date, phone). Custom fields on Ontraport create custom fields in Freshsales with equivalent types. Ontraport Tags become Freshsales Tags on each Contact. Ontraport lifecycle stages are preserved in a custom field hs_original_lifecycle__c for reporting continuity. Ontraport Company names are run through a dedupe pass before Account creation to avoid duplicate Accounts. Ontraport Deal pipeline and stage values are mapped to Freshsales pipeline and stage configurations that we set up in Freshsales before any Deal data is loaded.

Freshsales schema provisioning

Before any data is imported, we configure the Freshsales destination: pipelines and stage definitions matching the Ontraport deal structure, custom fields matching Ontraport custom field types, custom modules for Ontraport custom objects, and user accounts matched by email to Ontraport owners. We work with the customer's Freshsales admin to provision any Owner records that do not already exist in the destination account. Schema is validated against the field mapping document before import begins.

Production import and reconciliation

We import in record-dependency order: Accounts (from Companies), Contacts (with AccountId resolved), Deals (with Contact and Account lookups resolved), Tags (reapplied per Contact), Notes (linked to Contact), Tasks, Invoices (as Deal Notes and custom fields), and Custom Objects (last, with relationship IDs resolved via the preserved Ontraport ID custom fields). Each phase emits a row-count reconciliation report. We validate record counts in Freshsales against the transformed source data before declaring a phase complete.

Cutover, validation, and automation handoff

We freeze Ontraport writes during cutover and run a final delta migration of any records modified during the migration window. We deliver the automation inventory document to the customer's admin team, covering every active Automation Rule and Sequence with trigger definitions, enrolled contact counts, and recommended Freshsales Workflow equivalents. We support a one-week hypercare window for reconciliation issues. We do not rebuild Ontraport automations as Freshsales Workflows inside the migration scope; that is a separate engagement.