Migrate from Plexus Software to Zoho CRM

Plexus stores customer name, contact info, and company affiliation in one record. We split this into a Zoho Contact (name, email, phone) and a Zoho Account (company name, website, industry). If the Plexus customer has no company, the Account record uses the customer's name as the company name.

Plexus work orders are the core entity — they contain job details, assigned employees, status, and line items. We map the core work order to a Zoho Task with the original work order number stored in a custom field (Original_Work_Order_ID__c). Line-item detail and custom job attributes migrate to a custom Jobs module linked to the Contact and Account.

Plexus schedule blocks with start/end times map directly to Zoho Events. The assigned employee becomes the Event owner. Blocked-out time for unavailable employees becomes an Event with type='Busy' to preserve capacity data in Zoho. All events include the original Plexus schedule identifier in a custom field for cross-referencing.

Plexus quotes migrate to Zoho Quotes with all line items (product, quantity, unit price, tax, discount). Quotes are linked to the Deal (Potential) in Zoho. Quote status (Draft, Sent, Accepted, Lost) maps to Zoho Quote Status picklist values. Any existing Plexus quote notes are transferred as Zoho Quote description fields for continuity.

Plexus invoices map to Zoho Sales Orders. If the Plexus invoice is fully paid, we create both a Sales Order and an Invoice record in Zoho. Partial payments create a Sales Order with the paid amount noted in a custom field until Zoho Payments integration is configured.

Plexus expense records (employee, amount, category, reimbursement status) have no native Zoho equivalent. We create a custom Expenses module in Zoho with fields for Amount, Category, Submitted_By (lookup to Contact), Reimbursement_Status, and the original Plexus expense ID for audit traceability.

Plexus time entries capture clock-in, clock-out, GPS, overtime rules, and job costing. We map each time entry to a Zoho Task with the Hours_Worked__c custom field, Labor_Rate__c, and overtime flags. The associated Work Order task becomes the parent record so job costing reports can reference both.

Plexus products and service items map 1:1 to Zoho Products with unit price, description, and product code preserved. Bundle or kit products in Plexus are mapped to Zoho Product Bundles where available or flattened into individual line items. Product images are stored as attachments on the Zoho Product record for reference.

Plexus employee records (name, email, role, skills) resolve to Zoho Users by email match. Plexus roles (Technician, Dispatcher, Manager) become Zoho Profiles or custom Roles. Skills data migrates as a custom multi-select picklist on the User record for scheduling reference.

Plexus file attachments on work orders and customers re-upload to Zoho as Attachments linked to the corresponding Contact, Account, or Task record. File size limits per Zoho apply (default 25MB per file). Inline images in notes are extracted and rehosted.

Plexus notes on customers, work orders, and quotes migrate to Zoho Notes attached to the corresponding record. Original timestamps and note authors are preserved. Rich-text formatting is maintained where Zoho supports it. If a Plexus note contains embedded images, they are extracted and saved as file attachments linked to the Zoho record.

Any Plexus custom fields on customers, work orders, quotes, or invoices are created in Zoho under the corresponding module using the Zoho API. Field data type is matched: text to text, number to number, picklist to picklist. Plexus multi-select fields map to Zoho multi-select picklists.