Migrate from Outlaw Practice to Freshsales

Outlaw Practice clients map 1:1 to Freshsales Contacts. Client name splits into FirstName and LastName where available; single-name clients stored in LastName with FirstName blank. Primary matter reference stored as a custom field on the contact record. Additional fields such as email, phone, and address map directly to the Contact object, while any client-specific custom fields are preserved as custom contact fields.

Outlaw Practice matters map to Freshsales Accounts. Matter name becomes Account Name, matter number becomes a custom field (Matter_Number__c). Client linked via Contact lookup on the Account. Multi-party matters stored with primary client as Account owner and secondary parties noted in custom fields.

Outlaw Practice matter status values (Active, Pending, Closed, On Hold) become a custom pick-list field (Matter_Status__c) on the Account object. Status transition dates preserved as separate custom datetime fields for reporting continuity. If Outlaw Practice uses additional status nuances, those map to the same pick-list with explicit labels; any unmapped values trigger a review step before final import to ensure data integrity.

Billable amounts, total billed, outstanding balance, and billing type (hourly, flat, contingency) migrate as custom currency and pick-list fields on the Account. For firms requiring revenue tracking, a Deal record is created per matter with Amount populated from billing total.

IOLTA trust balances, trust account type, and client funds held migrate as custom currency fields on the Account. Freshsales has no native trust accounting — trust balance history preserved as custom text or note records. Active trust accounting features must remain in Outlaw Practice or a dedicated legal accounting tool.

Billable hours and attorney time entries migrate as custom Number fields on the Account (Total_Billable_Hours__c). Individual time entries with descriptions stored as Task records linked to the Account for activity history. Hourly rate preserved as a custom currency field. For firms tracking revenue per matter, a Deal record can be created with Amount populated from total billed, allowing pipeline view of legal services revenue.

Outlaw Practice documents attached to matters re-upload to Freshsales Files linked to the corresponding Account record. File size limits (25MB per file in Freshsales) enforced during migration. Document version history does not transfer — version metadata stored as a custom text field on the file note.

Court dates, filing deadlines, and matter-related calendar events migrate to Freshsales Events with original start/end times and owners preserved. Court-specific fields (judge name, courtroom, opposing counsel) stored as custom fields on the Event record. Time zone information retained, and the Event is linked to the corresponding Account representing the matter, enabling a quick view of all court activity per case.

E-signature completion status and timestamp preserved as custom fields on the relevant Document or Account record. Freshsales does not include native e-signature — signature request functionality must be rebuilt via Freshsales integrations (DocuSign, HelloSign) post-migration. The custom fields store signatory name, email, and the exact signing date, allowing you to verify execution history without relying on a separate e-sign platform.

Outlaw Practice custom fields per matter type (e.g., case type, court jurisdiction, referral source) become Freshsales custom fields on the Account object. Field type preserved: pick-lists, text, date, currency all map to equivalent Freshsales custom field types. Custom field creation sequenced before data migration.

Outlaw Practice attorneys and staff users matched to Freshsales Users by email address. Bar numbers and license information stored as custom fields on the Freshsales User record. Unmatched users flagged before migration for team invite or fallback assignment. User role and department data transferred as additional custom fields to preserve organizational hierarchy in Freshsales.

Outlaw Practice workflows (matter progression rules, deadline notifications, document automation) do not migrate. FlitStack exports workflow definitions as a rebuild reference document for Freshsales admin. Freshsales workflow builder or third-party automation tools must be used to recreate equivalent logic. The export includes trigger conditions, action sequences, and expected outcomes, providing a clear blueprint for re-implementation in Freshsales.