Migrate from Practice Master Pro to Zoho CRM

Practice Master Pro Clients map to Zoho CRM Accounts. All matter-level attributes — such as open date, assigned attorney, status, and practice area — are stored as custom fields on the Account record, ensuring the full context of each client’s matters is retained. The original client identifier is preserved as Source_System_ID__c for traceability and to support delta-run de-duplication during subsequent sync cycles.

Practice Master Pro Matters are not a separate table — they are identified within the Client export by the matter identifier. Each Matter becomes a Zoho CRM Deal with the Account lookup set to the parent Client. Deal Name derives from the Matter Number + Matter Title. Deal Amount is left blank unless a billing value is present.

Practice Master Pro Contacts map directly to Zoho CRM Contacts. Name, email, phone, address, and title fields transfer directly. The Contact's primary Account lookup is set to the Client that the contact is associated with in the CMRELATE export. Multi-contact households or firms may generate duplicate Contact records if not de-duplicated before migration.

Practice Master Pro Journal entries contain note content with original create timestamps and the associated matter reference. We migrate them as Zoho CRM Notes attached to the parent Account or Deal record, preserving the Journal entry date as the Note creation date and the staff name as the note author.

Practice Master Pro Calendar records store event subject, start datetime, end datetime, and description. We migrate them as Zoho CRM Events with the original start and end times, subject line, and description intact. All-day events in Practice Master Pro are flagged with an all-day indicator in Zoho Events.

Practice Master Pro Cost records hold expense data: amount, category, currency, vendor, and notes. Zoho CRM has a standard Expenses module (add-on) or we create a custom Expenses module if the add-on is not available on the target plan. We map Amount, Category, Currency, and Vendor fields directly; date is preserved as the Expense date.

Practice Master Pro Time Entries hold Service/Task description, Date, Start time, End time, Hours, Rate, and Billing Status. We migrate them as Zoho CRM Tasks with the Description populated from Service/Task, the date and duration preserved, and Billing Rate and Billing Status stored as custom fields (TimeEntry_Rate__c, TimeEntry_BillingStatus__c). The Billable flag is set to true for all migrated time entries.

Practice Master Pro stores attorney and staff names as text fields on matter and contact records. We match these names to Zoho CRM Users by email address — if an exact email match is not found, we flag the record for manual assignment before migration commits. Unresolved attorney names are stored in a custom field (Original_Attorney__c) for reference.

Practice Master Pro custom fields export within each CSV file. Zoho CRM's Data Migration wizard detects fields not present in the target module and prompts for custom field creation. We pre-create all custom fields before the migration run, aligned with the correct data type (text, number, pick-list, date, checkbox) to prevent import rejection.

Practice Master Pro attachments are exported from File Maintenance and re-uploaded to Zoho CRM's Attachments related list on the corresponding Account, Contact, or Deal record. We preserve the original filename and re-associate each file with its parent record using the exported file-to-matter and file-to-contact mapping.