Migrate from PromoXcrm to Zoho CRM

PromoXcrm Lead records map directly to Zoho CRM Lead. Standard fields — name, email, phone, company, lead source — migrate via CSV or API depending on PromoXcrm's export capability. PromoXcrm's customizable pipeline stages on a Lead map to Zoho Lead Status values, and any industry-specific custom fields on the Lead record require pre-creation in Zoho's Lead module layout before import. We verify the customer's PromoXcrm tier during scoping because access to certain custom fields may be gated behind higher tiers not captured in public pricing.

PromoXcrm Client records — the distributor's end customers — map to Zoho CRM Contacts. Standard fields (name, email, phone, company) migrate directly. Any promo-specific custom properties on the Client record (client tier, preferred supplier, credit limit) require custom field creation in Zoho Contacts before import. PromoXcrm's Client-to-Deal associations are preserved as Zoho Deals linked to the Contact via the Related To lookup.

PromoXcrm's customizable pipelines with promo-specific stage names (Quote Sent, Artwork Approved, Order Confirmed, Shipped) map to Zoho CRM Deal Stages within the Deals module. We configure Zoho Pipeline stages to match the PromoXcrm stage labels and set stage probability percentages. Each PromoXcrm pipeline maps to a separate Zoho Pipeline view within Deals.

PromoXcrm Deal records — representing individual promo orders or campaigns — map to Zoho CRM Deals. The Deal name, amount, closing date, stage (mapped via the Pipeline configuration above), and associated Contact reference migrate. PromoXcrm custom fields on Deals (product type, decoration method, quantity ordered) require pre-creation in Zoho Deals layout before import. Owner resolution is by email match against Zoho Users.

Commission Records are a PromoXcrm-specific feature for tracking rep or distributor commissions on individual promo orders. These do not exist as standard Zoho CRM objects. We create a Zoho custom module named Commission Records, define custom fields matching the PromoXcrm Commission Record schema (rep name, order reference, commission amount, calculation basis, payment status), and import all accessible Commission Records as rows. Commission Records look up to the associated PromoXcrm Project or Deal; we preserve this relationship as a lookup field in the custom module.

PromoXcrm Projects represent individual promo orders or campaigns tied to a Client. We create a Zoho custom module named Projects with fields matching the PromoXcrm Project schema — project name, client lookup, start and due dates, status, product description, and associated deal reference. File attachments on PromoXcrm Projects are exported as file references and re-linked in Zoho via the Documents module post-migration. The customer configures the Zoho Documents layout before import to receive these files.

PromoXcrm Presentations are internal or client-facing sales assets stored within the CRM. We create a Zoho custom module named Presentations with fields for the asset name, associated Project or Deal lookup, file type, and upload date. Actual file hosting transfer depends on whether PromoXcrm exposes file URLs via its API; if not, we export file references and document the relinking steps for the customer's admin to complete manually in Zoho's Documents or WorkDrive integration.

PromoXcrm Task records — including automated tasks generated by PromoXcrm's task rules — map to Zoho CRM Tasks. We export Task subject, description, assignee, due date, status, and priority. Task assignment migrates by resolving PromoXcrm owner references to Zoho User records by email match. Automated task-creation rules do not transfer; these are documented in the automation inventory delivered to the customer's admin for rebuild in Zoho Blueprint or workflow rules.

PromoXcrm supports custom objects accessible via a web-service API. During discovery, we query the custom object schema and migrate all accessible records to Zoho custom modules with matching field names and types. Custom module creation in Zoho is done in the destination org before any data import; the number of custom modules, their lookup relationships to standard objects (Contacts, Deals), and any validation rules on the destination add to the migration timeline and scope.

PromoXcrm's native Xero integration for accounting is a native connection configuration, not a data object. This setting does not export. We document that Xero was in use and recommend the Zoho Books integration as the replacement accounting connector. If PromoXcrm exported any invoice or payment records, these can be imported into Zoho Books as a separate data move. Stripe and Mailchimp integrations are similarly documented for replacement with Zoho's native payment (Zoho Payments) and email marketing (Zoho Campaigns) tools.

PromoXcrm's reporting system generates analytics from live data. Saved report configurations and dashboard layouts are not exportable. We export the underlying data — Contacts, Deals, Projects, Commission Records — so that equivalent reports can be built in Zoho Analytics or Zoho CRM Reports after migration. The customer's admin uses the PromoXcrm report field list as the source-of-truth for rebuilding reports in Zoho.

PromoXcrm's client portal allows end clients to view proof approvals and order status directly. This portal configuration does not migrate. We document the portal configuration during discovery — which Deals were portal-enabled, what status fields clients could view, and any portal-specific email templates — and recommend Zoho CRM Portal (an add-on available on Professional and above) as the replacement. Portal setup requires the customer to configure permissions, record sharing rules, and the portal layout in Zoho independently of the migration scope.