Migrate from Practice by Numbers to Freshsales

Patient records map directly to Freshsales Contacts. Name, email, phone, address, date of birth, and contact preferences migrate as standard Contact fields. Patient status (active/inactive) migrates as a custom pick-list field if Freshsales lifecycle stages do not cover the distinction.

Patients who have not yet had an appointment and are in early inquiry or referral status route to Freshsales Leads. Active patients who have completed treatment map to Contacts. Split is based on appointment history count — zero completed appointments routes to Lead.

Each Practice by Numbers location becomes a Freshsales Account. Account Name, address, and phone map directly. Account type is set to 'Dental Practice' as a custom pick-list value. Multi-location practices generate multiple Account records linked by a Parent Account relationship.

Providers and staff members in Practice by Numbers map to Freshsales Users. Resolution is by email address — each provider must have an active Freshsales user account for OwnerId to resolve correctly. Unmatched providers are flagged before migration for team invitation or fallback assignment.

Scheduled appointments map to Freshsales Events. Start time, end time, provider (OwnerId), appointment type, and status migrate. Procedure codes and treatment notes attach as custom fields on the Event record. Cancelled appointments migrate as completed Events with status 'Cancelled' for historical completeness.

Treatment history has no direct Freshsales standard object. We create a 'Treatment' custom object in Freshsales with fields for procedure code, tooth number or quadrant, materials used, provider, and date. Each Treatment record links to the patient Contact via a lookup relationship.

Payment transactions (amount, date, payment method, associated treatment) map to a 'Payment' custom object. Amount and date migrate as standard fields; payment method becomes a custom pick-list. For practices using Freshsales Deals to track treatment plan proposals, payments link to the corresponding deal record.

Recall intervals and reactivation reminders in Practice by Numbers become Freshsales Tasks assigned to the patient Contact. Task subject carries the recall type (e.g., '6-month hygiene recall due') and due date. Completed recalls become closed Tasks; missed recalls remain open for follow-up.

Insurance carrier name, policy number, group number, and coverage percentages migrate to custom fields on the Contact record. If multiple insurance plans are tracked, a separate 'Insurance Plan' custom object with a lookup to Contact handles the many-to-one relationship.

Patient review ratings and survey responses from Practice by Numbers migrate as Freshsales Notes attached to the patient Contact record. Rating score, platform source (Google, Facebook, internal survey), and response date store as custom fields on the Note. All reviews and survey data are preserved for future reference but do not generate new Contact or Lead records.

Treatment plan proposals with estimated amounts become Freshsales Deals. Deal Name carries the patient name and plan type (e.g., 'Smith — Full Reconstruction'). Estimated treatment amount maps to Deal Amount. A custom 'Treatment Plan' pick-list distinguishes proposed vs. accepted plans. Stage tracks acceptance progress.

Marketing campaign sources in Practice by Numbers — including referral programs, Google Ads campaigns, direct mail initiatives, and other acquisition channels — map to Freshsales Campaigns. Campaign Members link to patient Contacts to show which specific marketing source generated each patient relationship, enabling ROI tracking by acquisition channel.

Any custom patient properties configured in Practice by Numbers, such as preferred appointment times, special needs flags, family member links, and recall preferences, migrate as Freshsales custom fields on the Contact object. Field types are preserved during migration — pick-lists remain pick-lists, text fields remain text, and date fields remain date fields.