Migrate from PBS Systems to Freshsales

PBS customer records migrate to Freshsales Contact if they represent an active customer relationship (vehicle sold, service history, or open deal). Records in PBS with no deal or service activity and no closed-won deal route to Freshsales Lead. The split is determined by the presence of any deal stage 'won' or any service RO in the PBS account history.

PBS stores vehicle year, make, model, VIN, and stock number as properties attached to a customer record. Since Freshsales has no native automotive vehicle object, we create custom text fields Vehicle_VIN__c, Vehicle_Make_Model__c, and Vehicle_Stock_Number__c on the Contact record. If a PBS customer has multiple vehicles, the primary (most recent) vehicle maps to these fields; additional vehicles are stored as JSON in a long-text custom field.

PBS company records representing commercial accounts, fleet buyers, or dealer-to-dealer relationships map directly to Freshsales Account. Dealership-level metadata (address, primary contact name, phone) maps to Account fields. Dealership name maps to Account Name, address fields map to the standard address compound on Account.

PBS deal records carry deal value, stage, and F&I product selections. Deal amount maps to Freshsales Deal Amount; deal stage maps to Freshsales Deal Stage with a value-by-value map from PBS stage names to Freshsales stage names. F&I product selections and term details are stored as custom text fields on the Freshsales Deal because Freshsales does not have a native F&I product object.

PBS service repair orders (ROs) are detailed records with line items, advisor assignment, and timestamps. Since Freshsales has no native service RO object, we create a custom object Service_RO__c in Freshsales and link it to the Contact record via a lookup relationship. Each RO number, date, status, and total maps to fields on the Service_RO__c record.

PBS parts invoice line items map to Freshsales Deal Products if attached to a deal, or to a custom object Parts_Invoice__c linked to the Contact. Part number, description, quantity, and price map to custom fields on the respective object. Standalone parts invoices without a deal association are linked to the Contact's account.

PBS staff records (sales rep, service advisor, parts counter) map to Freshsales users by email match. Each PBS staff member's email address is matched against Freshsales user accounts; unmatched owners are flagged before migration so the team can provision Freshsales seats or assign to a fallback user. Owner history on deals and ROs is preserved by storing the PBS owner name in a custom field.

PBS records service advisor notes, sales call logs, and customer communications with timestamps and staff attribution. These migrate to Freshsales Tasks (for calls and notes) and Events (for scheduled meetings or RO review appointments). Original timestamps, subject lines, and owner assignments are preserved. Task Type field is set to 'Call', 'Note', or 'Email' based on the PBS activity category.

Trade-in vehicle details attached to a PBS deal jacket (year, make, model, mileage, value) map to custom text and currency fields on the Freshsales Deal record: Trade_In_Vehicle__c, Trade_In_Mileage__c, and Trade_In_Value__c. This preserves the trade-in context in Freshsales without needing a separate vehicle object.

Any PBS user-defined fields on Customer, Deal, or Service RO records that do not map to a standard Freshsales field are created as Freshsales custom fields in the appropriate data type (text, number, date, currency, picklist) before migration. We audit the full PBS custom field inventory during discovery and deliver a custom field creation checklist as part of the schema setup plan.

F&I product selections (GAP, paint protection, extended warranty, term length, finance rate) stored in a PBS deal jacket are recreated as custom fields on the Freshsales Deal: F_I_Product__c (text), F_I_Term_Months__c (number), Finance_Rate__c (number). The F&I product bundle is stored as a JSON string in a long-text field if the number of product lines exceeds Freshsales custom field budget.

PDFs, images, and documents attached to PBS deals, ROs, or customer records are downloaded from PBS storage and re-uploaded to Freshsales as Files attached to the corresponding Contact or Deal record. File size limits for Freshsales apply (25MB per file). Inline images in PBS notes are extracted and re-hosted as Freshsales attachments.