How long does a PromoXcrm to Freshsales migration take?

Migrations under 5,000 Contacts, 500 Deals, and no Commission Records or Projects land between two and four weeks. Migrations with Commission Records, multi-record Projects, large task histories, or uncertain PromoXcrm API availability move to five to nine weeks because of the custom module schema build, the API probe phase, and the possible fallback to manual CSV extraction. PromoXcrm's undocumented API is the primary timeline variable — we cannot confirm extraction reliability until we run a direct probe during discovery.

Do PromoXcrm's Commission Records migrate to Freshsales?

Commission Records are a PromoXcrm-specific object with no direct Freshsales equivalent. We export Commission Records as structured CSV rows and load them into a Freshsales custom module (on Enterprise tier) or as custom fields on the Deal object (on Growth and Pro tiers). This requires 1-2 hours of Freshsales configuration before the data loads. Commission-to-Deal associations are reconstructed at migration time using the PromoXcrm project reference as the linking key. Historical commission calculations are preserved; the customer's admin rebuilds any reporting views inside Freshsales Reports.

What does a PromoXcrm to Freshsales migration cost?

Migrations with straightforward object mapping (Leads, Contacts, Accounts, Deals, Tasks) and no Commission Records or Projects typically land between $2,500 and $4,000. Migrations with PromoXcrm's industry-specific objects (Commission Records, Projects, Presentations) and custom module configuration move to $5,000-$7,500. The primary cost variable is whether PromoXcrm's API proves reliable enough for automated extraction — if manual CSV extraction is required, the timeline and cost increase accordingly. Freshsales subscription cost ($9-$59 per user per month) sits outside the migration fee.

Do PromoXcrm Workflows, automations, and integrations migrate to Freshsales?

No. PromoXcrm task automation rules are platform-specific configuration that does not export. We document every active PromoXcrm automation during discovery and deliver a written inventory with trigger conditions, actions, and recommended Freshsales Workflow equivalents so the customer's admin can rebuild them. The native integrations with Xero, Stripe, and Mailchimp are connection configurations that do not transfer — these must be reconfigured inside Freshsales or via the Freshworks Marketplace post-migration. Reports and dashboard configurations are also not exportable; we export the underlying data so Freshsales reporting can be rebuilt from live records.

How does FlitStack AI extract data from PromoXcrm if there is no public API documentation?

We request API credentials from the customer during scoping and conduct a direct API probe — a series of authenticated requests to PromoXcrm's reported endpoints — to determine what data is accessible, what pagination behavior applies, and what response schemas look like. If the API responds with usable data, we use it as the primary extraction method with rate-limit handling and exponential backoff. If the probe returns errors, timeouts, or incomplete data, we fall back to CSV export where PromoXcrm makes it available, supplemented by manual record extraction for any objects not covered by CSV. We disclose the extraction method risk at the outset and adjust the scope and price accordingly.

What happens to PromoXcrm's Projects tied to promo orders?

PromoXcrm Projects represent individual promo orders or campaigns with properties like supplier, product specs, artwork status, and fulfillment dates. Freshsales has no native Project object. We map PromoXcrm Projects to Freshsales Deals and attach the project-specific properties as custom fields on the Deal. Project-to-client associations are reconstructed via the Deal's linked Contact at migration time. Customers who need a dedicated project view should consider Freshsales Enterprise with a custom module for Projects, or use Freshsales' Deal grouping and tagging features as a lighter-weight alternative. This configuration requires 1-2 hours of Freshsales custom field setup before Deals load.

Can we keep PromoXcrm running in parallel during the migration?

Yes. We recommend a parallel run period of one to two weeks where both systems are active. PromoXcrm continues receiving new Leads, Contacts, and Deals while we run the migration. At cutover, we extract a final delta of any records created or modified in PromoXcrm during the migration window, load them into Freshsales, and then mark Freshsales as the system of record. This approach catches data gaps before they affect the sales team's workflow. We also recommend exporting a full PromoXcrm backup before migration begins in case any records are needed for audit or dispute resolution after the switch.

PromoXcrm to Freshsales Migration — Field-Level Mapping & Rollback

Overview

What this migration involves

Moving from PromoXcrm to Freshsales is a vertical-to-mainstream migration that surfaces a fundamental data model gap: PromoXcrm's Commission Records, Projects tied to promo orders, and client-facing Presentations are industry objects with no Freshsales native equivalent. We address this by exporting these records as structured CSV data during the extraction phase, creating matching custom fields and a custom module in Freshsales during the schema build, and loading them as custom records alongside standard Leads, Contacts, Accounts, and Deals. The primary extraction risk is PromoXcrm's undocumented API — no public Swagger spec, rate limits, or authentication reference exists — so we conduct a direct API probe during discovery before committing to an extraction method. If the API proves unreliable, we fall back to CSV export where available and manual record extraction where not. Workflow automations and task rules do not migrate; we document every active automation for the customer's admin to rebuild inside Freshsales' Workflow builder. Reports and dashboard configurations are not exportable from PromoXcrm; we export the underlying data so Freshsales reporting can be rebuilt from live records.

Field-level fidelity

Every standard and custom field arrives verified.

Schema-aware mapping

AI proposes the map; you confirm before any record moves.

Relationships preserved

Parent–child, lookups, and ownership stay linked.

Full activity history

Calls, emails, meetings — with original timestamps.

Attachments & notes

Documents, uploads, and inline notes move with the record.

Why teams make this switch

Two sides of the same decision

Leaving

PromoXcrm

What's pushing teams away

Extremely limited public presence — no substantive independent reviews, low scores on aggregator sites, and sparse community discussion make it hard to validate real-world performance.
Pricing opacity — multiple conflicting price points appear across different sources ($45/mo vs $55/user/month), with a $449 setup fee mentioned on some tiers, creating uncertainty about true cost.
Lack of transparent API documentation — no public developer portal, rate limits, or schema reference found, raising concerns about data portability and integration reliability.
Small vendor risk — headquartered in Chicago with a single phone line and limited visible company footprint, which concerns teams evaluating long-term platform commitment.
Low industry adoption signals — competitor comparisons show PromoXcrm appears alongside much larger, more established CRM platforms with far fewer user reviews and adoption metrics.

Choosing

Freshsales

What's pulling them in

Lowest barrier to entry among major CRMs — the free tier supports up to 3 users and includes core CRM functionality before committing to per-seat pricing.
Built-in chat, email, and phone reduce reliance on third-party integrations for basic sales communication and contact management.
Freddy AI contact scoring and deal insights are included on Pro plans at a lower price than comparable HubSpot tiers.
Kanban pipeline views across Contacts, Accounts, and Deals provide visual deal management without requiring custom configuration.
Integration with the broader Freshworks ecosystem (Freshdesk, Freshchat, Freshservice) reduces tool sprawl for teams already using Freshworks.

Object mapping

How PromoXcrm objects map to Freshsales

Each row shows how a PromoXcrm object lands in Freshsales, including any object-level transformations, lookup resolution, or schema-design dependencies.

Typical mapping — final map is confirmed during the sample migration step.

PromoXcrm

Leads

maps to

Freshsales

Lead

1:1

Mapping required

PromoXcrm Lead records migrate directly to Freshsales Lead. PromoXcrm's customizable pipeline stage labels (e.g., Quote Sent, Artwork Approved) map to Freshsales Lead Status values. Any PromoXcrm custom fields on the Lead object require corresponding custom fields created in Freshsales Admin Settings before import. Freshsales supports field mapping from Lead to Contact during Lead conversion via the Field Mapping dropdown in Admin settings — we document the mapping so the customer's admin configures it before running a conversion.

PromoXcrm

Clients

maps to

Freshsales

Contact

1:1

Fully supported

PromoXcrm Client records represent the distributor's end customers and map directly to Freshsales Contact. Standard fields (full name, email, phone, company name) migrate without transformation. PromoXcrm promo-specific custom properties on the Client record require Freshsales custom fields pre-created under Admin Settings > Custom Fields > Contacts. The customer's admin should expect 30-60 minutes of destination-side field creation before Contact import begins.

PromoXcrm

Pipelines

maps to

Freshsales

Deal Pipeline

lossy

Mapping required

PromoXcrm's customizable pipelines with promo-specific stage names (Quote Sent, Artwork Approved, Order Confirmed) map to Freshsales Deal pipelines and stage configurations. We create matching Freshsales pipelines and stage labels that reflect the promo order lifecycle. Each PromoXcrm pipeline becomes a separate Freshsales Deal pipeline, preserving the stage order and probability percentages where available.

PromoXcrm

Projects

maps to

Freshsales

Deal (with custom fields)

1:many

Mapping required

PromoXcrm Projects represent individual promo orders or campaigns tied to a client. There is no native Project object in Freshsales. We map PromoXcrm Projects to Freshsales Deals and attach PromoXcrm's project-specific properties (supplier, product specs, artwork status, fulfillment dates) as custom fields on the Deal. Project-to-contact associations are reconstructed via the Deal's linked Contact at migration time. Customers should expect 1-2 hours of Freshsales custom field creation and pipeline configuration before Projects load.

PromoXcrm

Tasks

maps to

Freshsales

Task

1:1

Mapping required

PromoXcrm Task records with assignees, due dates, and status migrate to Freshsales Task. Task assignment resolves PromoXcrm owner references to Freshsales User records by email match. Automated task-creation rules tied to promo order stages do not transfer — we document all active PromoXcrm task automations during discovery and provide a mapping table for the customer's admin to rebuild equivalent rules in Freshsales Workflows.

PromoXcrm

Commission Records

maps to

Freshsales

Custom Line Item (or custom module)

lossy

Mapping required

Commission Records are a PromoXcrm-specific feature for tracking rep or distributor earnings on promo orders. Freshsales has no native Commission object. We export Commission Records as structured CSV rows and create a corresponding custom module in Freshsales (Enterprise tier) or custom fields on the Deal (Growth/Pro tier) to receive the data. Fields include rep name, order reference, commission percentage, and payout amount. This configuration typically requires a scoping call to determine which tier the customer will use and how commission data should relate to Deals.

PromoXcrm

Custom Objects

maps to

Freshsales

Custom Objects or Custom Fields

1:1

Mapping required

PromoXcrm supports custom objects accessible via its web-service API. We query the custom object schema during discovery via direct API probe, export all accessible records, and create matching custom objects or custom field sets in Freshsales. On Freshsales Enterprise, custom modules are available as first-class objects. On Growth and Pro, custom fields on Contact, Account, or Deal handle most custom data. The API probe results determine whether the PromoXcrm API can serve as the extraction source or whether a manual export is required.

PromoXcrm

Presentations

maps to

Freshsales

Notes / Attachments

1:1

Mapping required

PromoXcrm Presentations are client-facing or internal sales assets stored within the CRM. We export file references and re-link them post-migration. Actual file hosting transfer depends on whether PromoXcrm stores files locally or in a cloud bucket — we document the file location during discovery. Freshsales supports attachments on Contacts, Accounts, and Deals via its native file management. Customers who need the full Presentation file set should confirm with PromoXcrm that file export is available on their current plan tier.

PromoXcrm	Freshsales	Compatibility
Leads	Lead1:1	Mapping required
Clients	Contact1:1	Fully supported
Pipelines	Deal Pipelinelossy	Mapping required
Projects	Deal (with custom fields)1:many	Mapping required
Tasks	Task1:1	Mapping required
Commission Records	Custom Line Item (or custom module)lossy	Mapping required
Custom Objects	Custom Objects or Custom Fields1:1	Mapping required
Presentations	Notes / Attachments1:1	Mapping required

Gotchas + challenges

What specifically takes care here

Platform-specific issues from each side, plus the pair-specific challenges that don't show up on either platform's page on its own.

PromoXcrm gotchas

High

No public API documentation or rate limit specification

High

Promo-specific objects have no direct equivalent in generic CRMs

Medium

Pricing inconsistency across sources may signal tier complexity

Medium

Workflow automations and task rules do not migrate

Low

Vendor viability and support responsiveness are unverified

Freshsales gotchas

Medium

Freddy AI is Pro-tier only despite heavy marketing

High

Post-migration emails and sequences are disabled

Medium

Bot session credits are a one-time 500-session allocation

Medium

Phone credits charged per minute with no cap

Low

File storage limits scale with plan tier

PromoXcrm gotchas		Freshsales gotchas
Severity	Issue	Severity	Issue
High	No public API documentation or rate limit specification	Medium	Freddy AI is Pro-tier only despite heavy marketing
High	Promo-specific objects have no direct equivalent in generic CRMs	High	Post-migration emails and sequences are disabled
Medium	Pricing inconsistency across sources may signal tier complexity	Medium	Bot session credits are a one-time 500-session allocation
Medium	Workflow automations and task rules do not migrate	Medium	Phone credits charged per minute with no cap
Low	Vendor viability and support responsiveness are unverified	Low	File storage limits scale with plan tier

Pair-specific challenges

PromoXcrm API is undocumented — extraction method is not confirmed until probe

PromoXcrm marketing materials reference a web-service API for custom objects, but no public developer portal, Swagger spec, authentication scheme, or rate limit documentation exists. We cannot determine safe read thresholds, pagination behavior, or supported endpoints from publicly available sources. During discovery we conduct a direct API probe using credentials the customer provides. If the API responds reliably, we use it as the primary extraction method. If it returns errors, timeouts, or unexpected schemas, we fall back to CSV export where available and manual record extraction where CSV is not. This is a scoping risk that can affect timeline and price, and we flag it at the outset of every PromoXcrm engagement.
Commission Records and Projects have no Freshsales native equivalent

PromoXcrm's Commission Records, Projects tied to promo orders, and Presentations are industry objects built for the promotional products distribution workflow. Freshsales has no native Commission or Project object. We cannot map these 1:1 into standard Freshsales modules. We export them as structured custom records and document the manual field-creation required in Freshsales before import. On the Enterprise tier, a custom module can receive Commission Records with full relational structure. On Growth and Pro tiers, we attach commission data as custom fields on the Deal. This typically adds 1-2 hours of Freshsales configuration to the migration scope.
Lead field mapping must be configured before Lead conversion in Freshsales

Freshsales distinguishes between Leads and Contacts, with the conversion action creating a Contact and Account from a Lead. PromoXcrm uses a single client and lead record model without this distinction. We map PromoXcrm Leads directly to Freshsales Leads, but if PromoXcrm Clients are also used as lead-stage records, they map to Freshsales Contacts or Accounts depending on their status. Freshsales' field mapping dropdown (Admin Settings > Leads Module > Add field) must be configured before any Lead conversion runs, otherwise custom field data on PromoXcrm records will be lost at conversion time. We document the required mapping and provide the customer with step-by-step configuration instructions.
PromoXcrm pricing tier ambiguity may gate API access and custom object export

Multiple conflicting price points appear across PromoXcrm aggregator sites ($45/month flat versus $55/user/month plus $449 setup fee), and the feature differences between tiers are not publicly documented. It is unclear whether the web-service API for custom objects and custom object access are gated behind a higher tier not reflected in published comparison data. We verify the customer's actual active PromoXcrm tier during scoping and confirm which features — particularly API access and custom object availability — were in active use. If the API access tier was not active, we fall back to CSV export, which may not capture all custom object records.
Workflow automations, task rules, and integrations do not migrate

PromoXcrm's task automation capabilities generate recurring or trigger-based tasks tied to promo order stages, and the native integrations with Xero, Stripe, and Mailchimp are connection configurations that do not export. We document all active PromoXcrm automations during the discovery call and provide a written mapping table so the customer's admin can rebuild equivalent rules in Freshsales Workflows. Xero, Stripe, and Mailchimp connections must be reconfigured as new integrations inside Freshsales or via the Freshworks Marketplace. This typically adds a half-day to the migration timeline and is scoped separately from the data migration.

Migration approach

Six steps for a successful PromoXcrm to Freshsales data migration

Discovery and API probe

We audit the PromoXcrm account for active tiers, visible objects (Leads, Clients, Pipelines, Projects, Tasks, Presentations, Commission Records, Custom Objects), integration usage (Xero, Stripe, Mailchimp), and active task automations. We request PromoXcrm API credentials and conduct a direct probe to determine whether the API responds reliably, what endpoints are available, and what rate limits apply. If the API is undocumented or unresponsive, we document the fallback to CSV export and manual extraction. The discovery output is a written migration scope document covering record counts per object, identified custom fields, and a confirmed extraction method.
Freshsales schema build and custom field creation

We design the destination Freshsales schema based on the PromoXcrm object audit. This includes creating Freshsales custom fields under Admin Settings that mirror PromoXcrm's promo-specific properties on Client records, creating Deal custom fields to receive PromoXcrm Project data, and configuring a custom module (Enterprise tier) or Deal-level custom fields to receive Commission Records. We set up Freshsales pipelines and stage labels that match PromoXcrm's promo order lifecycle (Quote Sent, Artwork Approved, Order Confirmed). All schema work happens in a Freshsales trial or sandbox org before production migration begins.
Data extraction from PromoXcrm

We extract data from PromoXcrm using the method confirmed in Step 1. If the API probe succeeded, we use it to pull Leads, Clients, Projects, Tasks, and Custom Objects with pagination and rate-limit handling. If the API is unavailable or unreliable, we export CSV data and supplement with manual record extraction for any objects not covered by CSV. We run a data quality audit — deduplication, incomplete record flagging, and format standardization (phone numbers, date fields) — before any transformation step. Commission Records and Presentations receive a separate extraction pass because they fall outside standard CRM objects.
Sandbox migration and reconciliation

We run a full migration into a Freshsales trial or sandbox environment using production-like data volumes. The customer's admin reconciles record counts (Leads in, Contacts in, Accounts in, Deals in, Tasks in), spot-checks 20-40 random records against the PromoXcrm source, and verifies that PromoXcrm custom field values appear in the corresponding Freshsales custom fields. Any mapping corrections — field name mismatches, missing custom fields, incorrect stage assignments — are documented and applied before the production migration begins.
Production migration in dependency order

We run production migration in record-dependency order: Leads (fresh, unmodified), Contacts and Accounts (with company associations resolved), Deals (with Project data loaded as custom fields), Tasks (with owner references resolved by email match), Custom Objects (if Enterprise tier), and Commission Records (as custom module entries or Deal custom fields depending on tier). Each phase emits a row-count reconciliation report before the next phase begins. PromoXcrm write access is frozen during the production migration window to prevent record divergence.
Cutover, validation, and automation rebuild handoff

We freeze PromoXcrm writes during cutover, run a final delta migration of any records modified during the migration window, then mark Freshsales as the system of record. We deliver the PromoXcrm automation inventory document to the customer's admin team with a written mapping table for rebuilding equivalent Freshsales Workflows. We support a three-day hypercare window where we resolve any record-level reconciliation issues. Post-migration admin tasks — workflow rebuild, integration reconfiguration (Xero, Stripe, Mailchimp), and report rebuilding — are outside the standard migration scope and are documented as separate engagement recommendations.

Platform deep dives

Context on both ends of the pair

PromoXcrm

Source

Strengths

Industry-vertical focus for promotional products distributors with built-in promo-specific workflows.
Customizable pipelines and stage names adapted to the promo order lifecycle.
Client portal feature for proof approvals and order status sharing.
Task automation capabilities for repetitive promo business tasks.
Commission calculation built into the platform rather than requiring external tools.

Weaknesses

Near-zero independent review presence makes due diligence difficult.
No publicly documented API schema, endpoints, or rate limits.
Conflicting pricing information across sources creates buyer confusion.
Limited integrations compared to mainstream CRMs — only Xero, Stripe, and Mailchimp confirmed.
Small vendor footprint raises long-term viability concerns for enterprise buyers.

Freshsales

Destination

Strengths

Generous free tier for small teams with core CRM functionality without per-seat costs.
All-in-one sales CRM with built-in telephony, chat, and email reducing third-party tool dependency.
Freddy AI contact scoring and deal predictions available on Pro tier.
Multiple pipeline views with Kanban and list options across all plans.

Weaknesses

Reports lack depth compared to competitors like HubSpot, with limited customization options.
Integration setup is poorly documented with no clear guides for connecting third-party tools.
AI features gated behind $39/user/month Pro tier despite marketing emphasis on Freddy AI.
Bot sessions limited to 500 one-time allocation with no monthly refresh.

	PromoXcrm Source	Freshsales Destination
Strengths	Industry-vertical focus for promotional products distributors with built-in promo-specific workflows. Customizable pipelines and stage names adapted to the promo order lifecycle. Client portal feature for proof approvals and order status sharing. Task automation capabilities for repetitive promo business tasks. Commission calculation built into the platform rather than requiring external tools.	Generous free tier for small teams with core CRM functionality without per-seat costs. All-in-one sales CRM with built-in telephony, chat, and email reducing third-party tool dependency. Freddy AI contact scoring and deal predictions available on Pro tier. Multiple pipeline views with Kanban and list options across all plans.
Weaknesses	Near-zero independent review presence makes due diligence difficult. No publicly documented API schema, endpoints, or rate limits. Conflicting pricing information across sources creates buyer confusion. Limited integrations compared to mainstream CRMs — only Xero, Stripe, and Mailchimp confirmed. Small vendor footprint raises long-term viability concerns for enterprise buyers.	Reports lack depth compared to competitors like HubSpot, with limited customization options. Integration setup is poorly documented with no clear guides for connecting third-party tools. AI features gated behind $39/user/month Pro tier despite marketing emphasis on Freddy AI. Bot sessions limited to 500 one-time allocation with no monthly refresh.

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Migrate from PromoXcrm to Freshsales

What this migration involves

Field-level fidelity

Schema-aware mapping

Relationships preserved

Full activity history

Attachments & notes

Two sides of the same decision

PromoXcrm

Freshsales

How PromoXcrm objects map to Freshsales

What specifically takes care here

Six steps for a successful PromoXcrm to Freshsales data migration

Context on both ends of the pair

How hard is this migration?

Estimate your PromoXcrm to Freshsales migration cost

What are you migrating?

Frequently asked questions about PromoXcrm to Freshsales data migrations

Can't find your answer?

Related migrations to explore

Move from PromoXcrm.
Land in Freshsales, intact.

Migrate from PromoXcrm to Freshsales

What this migration involves

Field-level fidelity

Schema-aware mapping

Relationships preserved

Full activity history

Attachments & notes

Two sides of the same decision

PromoXcrm

Freshsales

How PromoXcrm objects map to Freshsales

What specifically takes care here

Six steps for a successful PromoXcrm to Freshsales data migration

Context on both ends of the pair

How hard is this migration?

Estimate your PromoXcrm to Freshsales migration cost

Frequently asked questions about PromoXcrm to Freshsales data migrations

Can't find your answer?

How long does a PromoXcrm to Freshsales migration take?

Do PromoXcrm's Commission Records migrate to Freshsales?

What does a PromoXcrm to Freshsales migration cost?

Do PromoXcrm Workflows, automations, and integrations migrate to Freshsales?

How does FlitStack AI extract data from PromoXcrm if there is no public API documentation?

What happens to PromoXcrm's Projects tied to promo orders?

Can we keep PromoXcrm running in parallel during the migration?

Related migrations to explore

Move from PromoXcrm. Land in Freshsales, intact.

Move from PromoXcrm.
Land in Freshsales, intact.