Migrate from PromoXcrm to Salesforce Sales Cloud

PromoXcrm Lead management supports customizable pipelines and opportunity tracking with industry-specific stage labels. We map PromoXcrm Lead records to Salesforce Lead, preserving standard fields (Name, Email, Phone, Company, LeadSource) and the PromoXcrm pipeline stage assignment. Any promo-specific custom fields on the Lead record require custom field creation in Salesforce before import. The PromoXcrm stage names map to Salesforce Lead Status values, with a custom field capturing the original PromoXcrm stage for audit.

PromoXcrm Client records represent the distributor's end customers and map directly to Salesforce Contact. Standard fields — Name, Email, Phone, Mailing Address, Title — migrate 1:1. The PromoXcrm Client record may carry promo-specific custom properties (client tier, preferred supplier, discount rate) that require custom fields on the Salesforce Contact object before import. We flag each custom property during discovery and document the Salesforce field type and name for the customer's admin to create before migration.

PromoXcrm Client records that carry company-level fields (company name, industry, address) may also require a Salesforce Account record alongside or instead of a Contact. We disambiguate based on whether PromoXcrm stores individual contacts or organizational accounts as Clients. Where both are present, we create an Account from the company-level fields and attach the Contact records as children. The Account serves as the parent for all Opportunity and Activity lookups in Salesforce.

PromoXcrm pipelines are customizable per team with stage names tailored to promo workflows (Quote Sent, Artwork Approved, Order Confirmed). These do not exist as standalone objects in Salesforce. We create a Salesforce Record Type per PromoXcrm pipeline and a corresponding Sales Process that whitelists the relevant Stage values. Each Record Type gets its own Page Layout so that sales reps see the correct stage options. Stage probability percentages migrate from PromoXcrm to Salesforce StageProbability values.

PromoXcrm Projects represent individual promo orders or campaigns tied to a Client. We map Project records to Salesforce Opportunity with a custom PromoXcrm_Project_ID__c field preserving the source reference. PromoXcrm project properties — product specifications, supplier references, artwork status, delivery deadlines — require custom fields on the Opportunity object to be captured. Project-to-Client associations are reconstructed using the PromoXcrm Client ID stored on the Project as the Salesforce AccountId lookup at migration time.

PromoXcrm Task records with assignees, due dates, status, and descriptions map directly to Salesforce Task. Automated task-creation rules (trigger-based or recurring tasks tied to promo order stages) do not transfer; we export task records with assignees and due dates preserved but flag the automation rules in the handoff inventory for the customer's admin to rebuild in Salesforce Flow. Task assignment resolves PromoXcrm owner email to Salesforce User OwnerId.

PromoXcrm Presentations are internal or client-facing sales assets stored within the CRM. We export available file references and metadata (presentation name, associated client, creation date) and re-link them post-migration as Salesforce Files (ContentDocument) attached to the parent Contact, Account, or Opportunity. Actual file hosting transfer depends on whether PromoXcrm provides a download mechanism; if files are accessible only through the platform UI, we document the re-upload steps for the customer's team.

Commission calculations are a PromoXcrm-specific feature for tracking rep or distributor commissions on promo orders. Salesforce has no native commission object. We export Commission Records as structured CSV or JSON and create a corresponding custom object in Salesforce during schema design — Commission_Record__c — with fields for Rep_Name__c, Promo_Order__c (lookup to Opportunity), Commission_Amount__c, Commission_Rate__c, and Payment_Status__c. This requires the customer's Salesforce admin to create the custom object and fields before data import begins. The import is a separate configuration step that typically takes one to two hours.

PromoXcrm integrations with Xero, Stripe, and Mailchimp are native connection configurations stored in PromoXcrm's platform settings. These do not export. We document which integrations were active during the discovery call and note the connection credentials or OAuth tokens the customer needs to re-establish in Salesforce or via AppExchange alternatives post-migration. The migration itself carries only the underlying contact, transaction, and engagement data — not the integration wiring.

Crozdesk comparison pages confirm PromoXcrm supports custom objects accessible via a web-service API. During discovery we query the PromoXcrm custom object schemas using the provided API credentials. Each accessible custom object maps to a Salesforce custom object of matching API name (with __c suffix per Salesforce standard). We pre-create the destination schema — including all custom fields, picklist values, and lookup relationships — in a Salesforce Sandbox before any data import, so the migration load is unblocked. Custom object migration runs after all standard objects (Accounts, Contacts, Opportunities) to satisfy any foreign key dependencies.

PromoXcrm's reporting system generates analytics from live data. Saved report configurations and dashboard layouts are platform-specific settings that do not export. We export the underlying data (Opportunities, Tasks, Custom Objects) so that functionally equivalent reports can be rebuilt in Salesforce Reports & Dashboards. We provide a data dictionary of PromoXcrm report fields mapped to their Salesforce equivalents as a reference for the customer's admin during the rebuild phase.

PromoXcrm owner references on Leads, Clients, Projects, Tasks, and Commission Records resolve by email match against the Salesforce destination org's User table. Owners without a matching Salesforce User go to a reconciliation queue. The customer's Salesforce admin provisions any missing Users before migration resumes. OwnerId is a required field on most standard Salesforce objects, so this step gates all subsequent import phases.