Migrate from Q Dispatch to Zoho CRM

Q Dispatch Jobs map to Zoho Deals when they represent billable service engagements with revenue amounts. Non-billable service activities (maintenance checks, follow-up visits) map to Zoho Tasks with the Job description and technician notes preserved. The mapping decision is made per Job type field value during migration planning.

Q Dispatch Customers contain both company-level and individual contact data. We split this into Zoho Account (company name, billing address, industry) and Zoho Contact (individual name, phone, email, title). If the Customer has multiple service locations, each becomes a separate Address record linked to the Account.

Q Dispatch Service Locations store site-specific addresses, routing coordinates, and access instructions. In Zoho CRM, service addresses become Address records on the Account. If the Service Location has independent site-level properties (site ID, site manager, service area tags), we create a custom Service_Locations module in Zoho linked to the Account.

If the Q Dispatch Technician has a Zoho CRM login, they become a Zoho User linked to the Deals/Tasks they are assigned. If the Technician is a field worker without CRM access, they become a Contact record with custom fields for certifications, service areas, and mobile phone. The split is determined by email-domain matching against Zoho users during the pre-migration audit.

Q Dispatch custom job statuses (e.g., Scheduled, En Route, On Site, Completed, Cancelled) are mapped to Zoho Deal Stage values or Task Status pick-list values. Each Q Dispatch status value requires a corresponding Zoho pick-list value — new values are created in Zoho before migration. Status transition timestamps are preserved as custom datetime fields.

Q Dispatch job attachments (photos, signatures, service reports) migrate to Zoho CRM's Attachments module linked to the corresponding Deal or Task record. Files are re-uploaded via Zoho's attachment API. Inline images in service reports are extracted and stored as separate file attachments.

Q Dispatch job notes and structured service report fields map to Zoho Notes linked to the Deal, or to custom text fields on the Deal record. If the service report has structured data (parts used, labor hours, diagnosis codes), each field is mapped to a corresponding Zoho custom field on the Deal.

Q Dispatch technician skill certifications (HVAC licensed, EPA 608, electrical) have no native Zoho equivalent. These migrate as multi-select pick-list custom fields on the Contact record (for technician skills) or as custom fields on Deals (for job-required certifications). We create the custom fields in Zoho before migration runs.

Q Dispatch service area assignments (zones, territories, zip-code coverage) map to custom text or pick-list fields on the Account or Contact in Zoho. If Q Dispatch uses a hierarchical territory structure, we map it to a custom Territory custom module linked to Accounts.

Q Dispatch job priority levels (Emergency, High, Standard, Low) migrate as a custom pick-list field (Priority_Level__c) on the Deal. The pick-list values are created in Zoho to match Q Dispatch's configured options before migration. These priority values drive deal sorting, filtering, and escalation workflows in Zoho, ensuring that high‑priority service requests receive appropriate attention.

Q Dispatch user IDs (dispatchers, admins) are resolved by email match against Zoho CRM users. Unmatched users are flagged before migration — teams either create Zoho users first or assign records to a fallback Zoho user. No record lands without a Zoho owner assignment.

Q Dispatch scheduling windows (appointment start time, end time, time slot preferences) map to custom datetime fields on the Zoho Task or to a Zoho Event with the scheduled window. Zoho does not have native scheduling-slot management — the custom fields preserve the scheduling data for reference.