Migrate from PropFlo to Freshsales

PropFlo contacts map directly to Freshsales contacts. Freshsales requires a primary AccountId on most contact records — PropFlo contacts without a company association are attached to a default 'Unassigned Account' or merged by email if a matching contact already exists.

PropFlo leads map to Freshsales leads. Freshsales leads convert to contact, account, and deal on manual conversion. Lead fields migrate including custom properties. If your PropFlo instance does not use a separate lead module and all records are contacts, this object is skipped.

PropFlo companies map to Freshsales accounts. When mapping parent and child company hierarchies, we use Freshsales' Parent Account lookup field to preserve organizational relationships. If a single PropFlo contact is associated with multiple companies, we assign the primary AccountId based on the most recent interaction or your specified priority rule, and additional company associations are stored as Account Contact Relationships for complete relationship visibility.

PropFlo deals map to Freshsales deals. The deal name, amount, close date, owner, and custom fields transfer. PropFlo's real estate-specific deal stages (site visit confirmed, booking form submitted) are stored as a custom stage field since Freshsales' native deal stages are sales-oriented and cannot accommodate real estate-specific terminology without customization.

PropFlo pipelines map to Freshsales Deal Status pick-list values. If PropFlo uses multiple pipelines such as separate pipelines for each property project, we preserve the original pipeline name as a custom text field (Pipeline_Source__c) on the Deal record. This enables segmentation and reporting across property projects in Freshsales without requiring separate Freshsales pipelines.

PropFlo real estate stages such as 'Site Visit Confirmed', 'Booking Form Submitted', 'Agreement Drafted', and 'Registration Done' have no Freshsales native equivalent. We create a custom pick-list field (RE_Stage__c) on the Deal object, preserving stage names and their original transition timestamps for audit continuity. This ensures your historical stage progression data remains intact and viewable within Freshsales.

PropFlo AOS records — which track the allotment status, plot or unit reference, and agreement status per buyer — have no Freshsales standard object equivalent. We create a custom object (AOS_Record__c) linked to the Contact and Deal via lookup fields, preserving the AOS number, unit ID, and status value. The custom object maintains referential integrity so you can navigate from contact or deal records directly to their associated AOS information.

PropFlo demand notes are financial instruments tracking payment milestones per unit booking. They migrate as a Freshsales custom object (Demand_Note__c) with fields for note number, amount, due date, and status. The object links to the parent Contact and Deal for traceability, allowing your team to see all demand notes associated with a particular buyer or property transaction directly within the Freshsales interface.

PropFlo activities map to Freshsales tasks representing calls and emails, and events for meetings. Original timestamps, owners, and the associated contact or deal reference are all preserved during migration. PropFlo WhatsApp message logs are stored as task records with a custom WhatsApp source flag, maintaining the communication history within Freshsales alongside other interaction types.

PropFlo notes migrate to Freshsales notes attached to the parent record. Basic rich-text formatting transfers successfully. Notes originally created by specific users retain their original owner assignment for audit continuity, ensuring accountability and traceability of communication history within the migrated dataset.

PropFlo file attachments are re-uploaded to Freshsales Files and linked to the parent Contact, Account, or Deal record as appropriate. Freshsales file storage limits vary by plan tier, with Growth providing 2GB per user, Pro offering 5GB per user, and Enterprise plans including 100GB of file storage capacity for larger migrations.

PropFlo owner IDs are resolved against Freshsales users by matching email addresses. Any unresolved owners where users have not yet been provisioned in Freshsales are flagged before migration proceeds and assigned to a designated fallback owner. The original PropFlo owner identity is preserved in a custom text field for complete audit trail continuity regardless of post-migration user assignments.