Migrate from Real Estate CRM Software to Zoho CRM

Real Estate CRM Software contacts with an active listing or recent deal land as Zoho Contacts. Contacts with no deal history and no property association route to Zoho Leads. The split rule defaults to 'no deal in the last 90 days = Lead' unless a custom rule is agreed upon during the discovery phase. Both the original source contact ID and the assigned Zoho object type are logged in a Source_ID__c field for traceability.

Real Estate CRM Software brokerage or company records map directly to Zoho CRM Accounts. The Account Name, industry classification, phone, website, and billing address transfer as-is. Multi-office brokerages with one company record representing multiple branch offices need admin guidance on whether to create one Account with multiple Locations or separate Accounts per branch — Zoho supports both via the Office_Code__c custom field.

This is the most complex object in the migration. Real Estate CRM Software listing records (address, MLS number, listing status, property type, price, square footage, lot size, year built, listing agent, days on market) have no native equivalent in Zoho CRM. We create a custom 'Real Estate' module with all the source property fields mapped as custom fields. Property-to-agent associations become lookup fields to Zoho Contacts. MLS numbers are stored as external reference IDs.

Real Estate CRM Software deal or transaction records map to Zoho Deals. The deal name, amount, stage, expected close date, and associated contacts transfer directly. Pipeline stages are value-mapped to Zoho's StageName picklist. Zoho's Deal module supports multiple pipelines via Blueprint, so each source pipeline maps to a separate Blueprint within the Deals module.

Each Real Estate CRM Software pipeline stage (e.g., 'Under Contract', 'Inspection', 'Closing') is mapped value-by-value to a Zoho StageName pick-list value within the appropriate Blueprint. The mapping document lists every stage, its Zoho equivalent, and the probability percentage to assign in Zoho. Stage-entry timestamps are preserved as custom datetime fields on the Deal.

Real Estate CRM Software tasks — showing reminders, document requests, inspection follow-ups — migrate as Zoho Tasks with the original due date, subject, status, and owner preserved. Calls and meetings migrate as Zoho Tasks (Type = Call) and Zoho Events respectively, with original start/end times and attendees carried over. The parent lookup links to the correct Deal or Contact in Zoho.

Listing photos, contract PDFs, and inspection reports attached to property or deal records in Real Estate CRM Software are downloaded and re-uploaded to Zoho Files, linked to the corresponding Zoho record. Zoho enforces a 20MB per-file limit — files exceeding this are flagged for splitting or alternative delivery. The original file name and content type are preserved in the Zoho File record.

Free-text notes attached to contacts, properties, or deals migrate as Zoho Notes. Rich-text formatting (bold, bullet points, hyperlinks) is preserved where Zoho's Note field supports it. Notes on property records are linked to both the Real Estate custom module record and the associated Contact for agent visibility. The original created date is stored in a custom Created_In_Source__c field.

Real Estate CRM Software agents and team members are resolved by email address against Zoho CRM users. Matched users receive their records automatically. Unmatched owners (e.g., part-time agents not yet invited to Zoho) are assigned to a migration placeholder user and flagged in the audit log for admin re-assignment before go-live.

Any property-level custom fields in Real Estate CRM Software — pool type, HOA fees, garage spaces, MLS area code, showing instructions, listing agreement expiration — are pre-created as custom fields in the Real Estate custom module before migration runs. Data type parity is enforced: pick-lists become Zoho pick-lists, date fields become date fields, numeric fields become number fields. Fields with no Zoho equivalent are created as text fields and flagged in the mapping document.