Migrate from OptimoRoute to Zoho CRM

OptimoRoute order records contain customer name, email, phone, and address fields. We extract these as standalone Contact records in Zoho CRM. The primary contact email becomes the Contact.Email field; phone maps to Phone. Street, city, state, and postal code map to Zoho's mailing address compound field.

OptimoRoute does not have a separate company/account object — customer addresses are embedded in orders. We group contacts by unique company name (extracted from address or customer name) and create one Zoho Account per unique company. Multiple delivery locations for the same customer become Contacts under a single Account with distinct addresses.

Each completed or scheduled delivery order in OptimoRoute maps to a Zoho Deal representing that service event. The deal name is constructed from the customer name + delivery date. The order amount (if billing is captured in OptimoRoute) maps to Deal.Amount. Custom order fields from OptimoRoute migrate as custom fields on the Zoho Deal.

OptimoRoute custom order fields (text, number, single-select) require Zoho CRM custom fields to be created via the Zoho Field API before migration. Text fields become Zoho text fields; number fields with decimal places become Zoho currency or decimal fields; single-select pick-lists require Zoho picklist fields with values mapped one-by-one from OptimoRoute's option list.

OptimoRoute captures proof-of-delivery data as signatures, photos, and notes per order. We re-upload these as Zoho CRM file attachments linked to the parent Deal (for delivery-completion proof) or Contact (for address confirmation notes). Each file is downloaded from OptimoRoute and uploaded to Zoho's Attachments endpoint.

OptimoRoute drivers have names, email addresses (if configured), and activation codes. If OptimoRoute drivers correspond to named CRM users who log into Zoho, we match by email and assign Deal ownership to the matched Zoho User. If OptimoRoute drivers are not Zoho CRM users, we create a custom Drivers module in Zoho to preserve driver records as a reference object linked to Deals.

OptimoRoute vehicle records (name, type, capacity, features) have no direct Zoho CRM equivalent. We create a custom Vehicles module in Zoho via the Custom Module API. Vehicle fields map to custom fields on this module. Vehicles are then linked to Deals via a lookup relationship.

A Zoho Deal representing a route run contains multiple stops. Each stop's arrival time, departure time, and status (completed/skipped) migrates as a Zoho Task with a custom lookup to the parent Deal. Events are used for route-start and route-end markers with original timestamps preserved.

FlitStack AI pulls OptimoRoute data via the REST API using JSON responses. The data is transformed and loaded into Zoho CRM using Zoho's Bulk Write API v8, which handles up to 100 records per API call for inserts and upserts. API credit consumption is tracked per Zoho's credit table — Heavy Write operations consume 10 credits per 10 records.

OptimoRoute order statuses map to Zoho Deal stages. We establish a value-mapping table: 'pending' maps to a custom Zoho stage (e.g., 'Scheduled'), 'in_progress' maps to 'Underway', 'completed' maps to 'Closed Won', and 'failed' or 'cancelled' maps to 'Closed Lost'. The mapping is applied per record during migration.

OptimoRoute order priority (low, normal, high) lacks a native Zoho CRM counterpart, so we create a Priority picklist custom field on the Deal module via the Zoho Field API, populating it with options that mirror OptimoRoute's list. During migration each order's priority value is mapped directly into the new Zoho field, preserving the original urgency classification without transformation.

OptimoRoute orders carry a delivery time window (earliest arrival, latest arrival). Zoho Deals have a single Closing Date field. We create two custom datetime fields — Delivery_Window_Start__c and Delivery_Window_End__c — to preserve the full time window data that OptimoRoute stores natively.