Migrate from Plexus Software to Freshsales

Plexus Customer records map directly to Freshsales Accounts. Each customer becomes one account; location‑specific address data transfers to the account address fields, and other location addresses are stored in custom address fields or linked via the account’s location sublist. Plexus customer custom fields map to Freshsales account custom fields, preserving data like contract tier. The mapping plan records each Plexus customer ID against the Freshsales account ID for audit traceability.

Plexus Contact records map 1:1 to Freshsales Contacts. Name, email, phone, job title, and address fields translate directly, and Plexus contact custom fields become Freshsales contact custom fields. Owner resolution uses email matching against Freshsales users; matched contacts are assigned to the corresponding user, while unmatched contacts are flagged for manual assignment. Duplicate emails are identified and resolved before the final load.

Plexus leads captured in the Quotes module map to Freshsales Leads when the prospect has not yet converted to a customer. Lead status, source, and score fields from Plexus translate to Freshsales Lead custom fields, preserving lead quality data. If a Plexus lead matches an existing Freshsales contact or account, the migration plan flags the duplicate for review before conversion. After migration, leads can be converted using Freshsales conversion workflow.

Plexus Quotes and Orders become Freshsales Deals. The deal name pulls from the Plexus order name, amount maps from the quote total, and close date maps from the expected completion date. Pipeline and stage require mapping from Plexus order status to Freshsales deal stage values.

Work Order records have no direct Freshsales equivalent. We map Work Order to Freshsales Deal and store job type, service category, technician assigned, scheduled date, location, and status as custom fields on the Deal. The original Plexus work order ID is preserved in a custom field for audit traceability.

Plexus time records (clock-in, clock-out, hours worked, billable flag, GPS location) are extracted and stored as structured custom fields on the related Freshsales Deal or Contact. Freshsales Sales Activities capture the activity type and timestamp but not the full job-costing context, so structured JSON or delimited text preserves the detail.

Plexus expenses linked to work orders are mapped as custom fields on the associated Freshsales Deal. Each expense category (parts, travel, labor add‑on) is stored with amount and description, and totals are aggregated into a Total_Expenses__c currency field. Freshsales has no native expense object, so detail is preserved in custom fields on the Deal. The migration plan records the Plexus expense ID against the Freshsales Deal ID for audit traceability.

Plexus Products and Parts map to Freshsales Products. Unit price, cost, and inventory quantity (where applicable) transfer, and Plexus product custom fields become Freshsales product custom fields. Images are downloaded from Plexus and re‑uploaded to Freshsales. Plexus product categories map to Freshsales product families. When a product is added to a Deal, the association is created via Freshsales Deal Line Items, preserving the link between the product and the deal.

Plexus file attachments on work orders, customers, or contacts are uploaded to Freshsales Files. File size limits (Freshsales’ 10 MB limit) apply, and files exceeding the limit are flagged for download. Images in Plexus notes are extracted, downloaded, and re‑hosted in Freshsales. Original file names and attached object references are preserved in the Freshsales file metadata. The migration plan records the Plexus attachment ID against the Freshsales file ID for traceability.

Plexus Tasks map to Freshsales Tasks. Subject, due date, assignee, status, and priority transfer, and any Plexus task custom fields become Freshsales task custom fields. Tasks linked to work orders carry the Plexus work order ID in a custom field for traceability. Subtasks are created as separate Freshsales tasks with a parent‑child link. Owner assignment uses email matching; unmatched tasks are flagged for manual assignment.

Plexus employees and users are matched to Freshsales users by email address. If a Freshsales user with the same email exists, the Plexus employee is linked; otherwise, a new Freshsales user is created with a role. Plexus user roles (dispatcher, technician, admin) have no Freshsales equivalent, so the mapping plan documents a role translation table and flags unmatched users for manual assignment. Your team reviews the role mapping before migration.

Plexus customers with multiple service locations can be consolidated into a single Freshsales Account with location details stored in custom fields, or each location can become a separate account with a parent-account relationship. The mapping plan defines the strategy per customer before migration.