Migrate from Practice by Numbers to Zoho CRM

Primary patient contact in Practice by Numbers maps directly to Zoho Contact. We extract first name, last name, date of birth, phone, email, and address fields from the PbN patient record and load them as Zoho Contact fields. Original PbN create date is preserved as a custom datetime field since Zoho's CreatedTime is set at migration time.

Patients in PbN who have never completed an appointment (no treatment rendered) are treated as prospective leads and map to Zoho Lead. Patients with at least one completed appointment map to Zoho Contact. The split is determined by checking for a completed appointment record in PbN's export data.

PbN provider records contain name, credentials, specialty, and contact information. We match providers to existing Zoho Users by email address. If no matching Zoho user exists, the provider record is imported as a Contact with a Provider=true flag so your admin can decide whether to invite them as a Zoho user or keep them as a referring dentist contact.

PbN appointment records (scheduled, completed, and cancelled) map to Zoho Events with Subject, Start DateTime, End DateTime, and Related To (linked to the patient Contact). Appointment status (scheduled/completed/cancelled/no-show) is stored as a custom pick-list field on the Event. Original appointment timestamps are preserved.

Dental treatment plans and procedure codes (e.g., D7140 Extraction, D2750 Crown) are too specific for standard Zoho modules. We create a custom Treatments module in Zoho (following the _C naming convention if using the import wizard) with fields for procedure code, description, tooth number(s), provider, treatment date, and status. Each treatment record links back to the patient Contact via a lookup field.

PbN insurance coverage data — carrier name, policy number, group number, coverage percentages — migrates as custom fields on the Contact record if you have fewer than 20 insurance fields. For practices with complex multi-plan coverage, we create an Insurance custom module linked to Contact. Note that active insurance claims and billing history are not migrated as those are finance-system records.

PbN automated appointment reminders and patient communication logs are migrated as Zoho Tasks with Subject describing the communication type (e.g., 'Appointment Reminder — Confirmed'), the associated patient Contact, and the original sent timestamp. This preserves the patient engagement history even though Zoho does not replicate PbN's automated reminder engine.

For multi-location dental practices, each PbN practice location becomes a Zoho Account with practice name, address, phone, and a custom location-type pick-list (e.g., 'Main Office', 'Satellite Clinic'). Single-location practices may skip this mapping and store location data as custom fields on the Contact.

Practice by Numbers goal configurations (production targets, acceptance-rate goals, new-patient targets) are exported as reference documentation and loaded into a Zoho custom Goals module. Zoho Workflows and Dashboards then replicate the goal-tracking logic using Zoho's native reporting tools. This is not an automated migration — it's a rebuild scaffold.

Practice by Numbers payment and billing records are not migrated to Zoho CRM. These belong in dental billing software or accounting platforms (QuickBooks, Eaglesoft, Open Dental Billing). We export the billing history as a CSV reference file for your billing team but do not create Zoho invoice or payment records as those are outside CRM scope.

Pdf or image attachments of completed intake forms and consent documents from PbN are downloaded and re-uploaded as file attachments on the corresponding Zoho Contact record. We preserve the original filename and upload date. Zoho's 25MB per-file limit applies; larger files are flagged for manual handling.

Practice by Numbers reputation management data — patient review scores, survey responses, and review request logs — migrates to a custom Reviews module in Zoho linked to the Contact record. Zoho's SurveyMonkey or Formlift integrations can then trigger new reviews post-migration.