Migrate from PropFlo to Microsoft Dynamics 365 Sales

PropFlo leads map 1:1 to Dynamics 365 Sales Lead table with standard fields transferring directly. The primary phone number, email address, lead source, and assigned owner all migrate without transformation. Any custom PropFlo lead properties—such as budget range, preferred property type, or specific locality interest—become extension attributes on the Dynamics Lead table created via Dataverse custom fields, ensuring all prospect details are preserved in the target CRM.

PropFlo contacts map to Dynamics Contact. Dynamics requires a primary AccountId for each contact; contacts without a PropFlo company association get attached to a placeholder 'Unassigned Account' record, or FlitStack creates a stub Account per contact based on your rule.

PropFlo company records map directly to Dynamics Account. Standard fields including account name, website URL, industry classification, employee count, and complete address information migrate without transformation. Parent-child company hierarchies in PropFlo—where subsidiaries are linked to parent organizations—map to the Dynamics Account.ParentAccountId lookup field, preserving organizational structure in the target system.

PropFlo deals become Dynamics Opportunities in the target system. The deal name maps to Opportunity.Name, deal value maps to the Amount field, and deal stage maps to StageName through a predefined value-mapping table that aligns PropFlo stages with Dynamics sales process stages. If PropFlo contains multiple deal pipelines, each pipeline requires separate Dynamics Sales Process configuration to ensure stage names and probability values are scoped correctly within the CRM.

Each PropFlo pipeline translates directly to a Dynamics Sales Process in the target environment. Dynamics mandates one Sales Process per pipeline so that stage names, probability percentages, and workflow steps remain properly scoped to their respective sales cycles. If PropFlo contains multiple distinct pipelines, FlitStack provides a comprehensive Sales Process setup plan—including stage definitions, probability mappings, and workflow recommendations—before the migration execution begins, ensuring proper configuration from the start.

PropFlo properties do not have a native Dynamics 365 Sales equivalent, so we create a Dataverse custom table (e.g., new_Property) to hold them. This custom table includes fields for property name, type, status, tower or block identifier, and address. The property-unit relationships in PropFlo—where multiple units belong to a single property—become a one-to-many (1:N) relationship from the Property custom table to the Unit Product records, preserving the hierarchical structure in Dynamics.

PropFlo units map to Dynamics Product. Unit type, floor, carpet area, and price per sq ft migrate as product fields. Units are linked to their parent Property via a lookup field. Bundle products represent floor-plan packages; individual add-ons are separate line items.

PropFlo site visits migrate as Dynamics Appointments with the original scheduled date and time, assigned user, and parent contact/account links all preserved during the migration. Site visit outcomes—such as 'visited,' 'not interested,' or 'follow-up required'—and any notes or comments recorded by agents migrate as Dynamics appointment description fields, ensuring historical context is maintained in the target system.

PropFlo AOS records have no direct Dynamics equivalent. We map them to a custom Dataverse table (new_AllotmentOrder) with the booking details, customer link, unit link, payment milestones, and status. The AOS PDF layout does not migrate—it must be rebuilt using Dynamics document-generation tools or Power Automate.

PropFlo demand notes map partially to Dynamics Quote with line items transferring as Quote Details. Each demand note line item—including the associated unit, amount, and due date—migrates to a Quote Detail record. Custom PropFlo demand-note fields such as payment head, installment plan details, and milestone percentages become custom fields on the Quote Detail entity in Dataverse. The visual layout and formatting of the demand note document do not migrate and must be rebuilt using Dynamics document-generation capabilities or Power Automate templates.

PropFlo cost sheets migrate as Quotes with custom pricing fields for rate per sq ft, floor charges, parking charges, and GST. The cost-sheet formula (e.g., base price + floor premium + GST) needs to be re-expressed in Dynamics pricing or Power Automate after migration.

PropFlo assignment rules—including those that route leads to agents based on source channel, geographic territory, or property type preference—have no direct equivalent in Dynamics 365 Sales. FlitStack exports all PropFlo assignment rule definitions as a comprehensive JSON specification document that your Dynamics administrator can use as a blueprint to rebuild these routing logics as Power Automate cloud flows or custom Dataverse plugin assemblies in the target system.

PropFlo workflow definitions and approval chains do not automatically migrate to Dynamics 365 Sales. FlitStack extracts the complete workflow logic—including triggers, conditions, actions, and sequence—then exports it as a detailed rebuild specification document for Power Automate. This documentation covers demand-note approval chains, lead-stage transition automations, and any conditional routing rules your team has configured in PropFlo.

PropFlo tasks and follow-up activities map to Dynamics Tasks with original subject line, due date, status, and owner assignments all preserved during migration. Task relationships to the parent contact, account, or deal are maintained via the Dynamics Regarding lookup field, ensuring that follow-up work remains connected to its original CRM context in the target system.

PropFlo file attachments—including proposals, agreements, and ID documents—migrate as Dynamics Notes with the attachment flag activated. During migration, FlitStack downloads each file from PropFlo storage and re-uploads it to the associated Dynamics record's document location. Standard Dynamics file size limits and supported file type restrictions apply to the uploaded content in the destination system.