Migrate from PropFlo to Zoho CRM

PropFlo contacts migrate directly to Zoho Contacts. Zoho requires an AccountId lookup for most contact records — PropFlo contacts without a primary company attach to a placeholder 'Unassigned' account record or the related property Account. We also map contact roles such as 'Agent' or 'Investor' using a custom pick-list if present, and preserve the original contact ID in a custom field for cross-reference.

PropFlo company records map to Zoho Accounts. Company hierarchies (parent/child developer structures) map to Zoho's Parent Account field. Multi-company associations that PropFlo supports natively collapse to a primary AccountId in Zoho with related accounts noted. We also map the company website to Zoho's Website field, and industry values are translated to Zoho's standard pick-list. For addresses, we map the primary billing address to Zoho's Billing Street/City/State/Country fields, with shipping address stored as a custom text block if needed.

PropFlo leads with status 'New', 'Contacted', or 'Qualified' migrate to Zoho Leads. Lead source and status pick-list values are mapped value-by-value against Zoho's standard Lead Status values. Unmapped values create custom pick-list entries before migration. If a PropFlo lead includes a numeric score field, we map it to a custom Number field (Lead_Score__c) on the Zoho Lead for future analysis. During migration, duplicate detection runs on email address to flag potential duplicates for review.

PropFlo deal records migrate to Zoho Deals. Pipeline stages map to Zoho Deal Stage values. PropFlo's deal-stage timestamps (stage entered dates) are preserved as custom datetime fields in Zoho for historical reporting continuity. Deal amount, closing date, and owner are mapped directly. Any PropFlo custom fields such as 'Project_Type__c' or 'Referral_Source__c' are created as custom fields on Zoho Deals before loading. Deals are linked to the appropriate Account and primary Contact records using the Zoho lookup fields.

PropFlo's Project object (property developments with towers, wings, and phases) maps to a Zoho Account record with real estate-specific custom fields for project_type, launch_date, possession_date, and total_units. Alternatively, a Zoho custom Properties_C module is created if the project structure requires hierarchical sub-records.

PropFlo's Unit object (individual apartments, villas, or plots within a project) has no Zoho standard equivalent. We create a Units_C custom module with fields for unit_number, floor, wing, area_sqft, unit_type, inventory_status, and tower — linked to the Property Account via a lookup relationship.

PropFlo's cost sheet data (base price, floor-rise, parking charges, registration, taxes, total agreement value) migrates as custom Currency and Number fields on the Zoho Deal record. Multiple cost sheet line items are flattened into summary fields or stored in a linked custom subform.

PropFlo's demand note records (payment schedule milestones: Booking Amount, Agreement Value, Instalment 1, 2, etc.) map to a custom pick-list field on Zoho Deals plus individual Zoho Tasks with due dates representing each payment milestone. PropFlo approval workflows on demand notes must be rebuilt in Zoho Blueprint.

PropFlo's Agreement of Sale records (legal document status, registry details, terms) migrate as custom text and date fields on the Zoho Deal. The AOS document itself migrates as a Zoho Attachment linked to the Deal record. AOS generation logic does not migrate — must be rebuilt as a Zoho Creator app or document-generation workflow.

PropFlo tasks (follow-up reminders, site visit scheduling, document collection) migrate to Zoho Tasks. Task subject, status (Open/Completed), due date, related-to (contact or deal), and owner are mapped directly. Original create timestamps are preserved as custom datetime fields. If a PropFlo task has a priority flag, we map it to Zoho's Priority pick‑list. Recurring patterns are stored as a custom text field for reference.

PropFlo events (site visits, client meetings, handover appointments) migrate to Zoho Events. Event subject, start/end datetime, location (property address), related-to contact, and owner are preserved. All-day events and recurring events are flagged if the recurrence pattern cannot be fully mapped.

PropFlo notes on contacts, deals, and properties migrate to Zoho Notes. Rich-text formatting in PropFlo notes is converted to Zoho's plain-text or HTML note format. Notes linked to specific records preserve the parent record relationship in Zoho. We also preserve any attachment references within the note content, and map note categories to a custom pick‑list for filtering.

PropFlo file attachments (floor plans, brochures, payment receipts, AOS PDFs) re-upload to Zoho Attachments on the corresponding module record. File size limits per Zoho plan apply — files exceeding the limit are flagged for manual handling. We also verify each file's MIME type to ensure correct Zoho attachment classification. For large files that exceed the plan limit, we create a link in the Zoho record pointing to a storage location.

PropFlo custom objects migrate to Zoho custom modules. The Zoho API migration wizard recognizes files named with _C suffix as custom modules automatically (e.g., Applicants_C.csv). N:N relationships in PropFlo map to Zoho lookup relationships — junction relationships are created as linking custom modules.