Migrate from RealGreen by WorkWave to Zoho CRM

RealGreen Customer maps to Zoho Account. Account Name, phone, email, industry, and address fields carry over directly. Primary and billing addresses in RealGreen map to Zoho's single address structure. Multi-location customers require a parent-account setup in Zoho or separate account records per branch.

RealGreen Contact maps to Zoho Contact with Account lookup by email or account name. First name, last name, email, phone, mobile phone, job title, and address fields migrate directly. Multiple contacts per customer (N:1) collapse to separate Contact records linked to the same AccountId in Zoho.

Work Order is the primary migration entity from RealGreen, transformed into Zoho Deal. The work order name becomes Deal Name, the total amount becomes Deal Amount, scheduled date maps to Expected Close Date, and status values map to Zoho Deal Stage via value-by-value mapping. Work-order-specific fields (work order number, priority, service address) become custom fields on the Deal.

Each line item on a RealGreen work order (service name, quantity, unit price, total) maps to a Zoho Product record created first, then attached to the Deal as a Line Item. Service names used across multiple work orders deduplicate into a single Product lookup in Zoho. If RealGreen uses custom service descriptions not matching standard product names, they become individual Products with a custom field flagging the source work order.

RealGreen crew members and dispatchers resolve to Zoho Users by email match. Unmatched crew records are flagged before migration — your Zoho admin creates user records for them or assigns their work orders to a fallback Zoho user. Crew-specific metadata (certification, crew ID, vehicle) migrates as custom fields on the Zoho User record.

RealGreen Dynamic Routing stores optimized stop sequences, route names, vehicle assignments, and time windows per work order. Zoho has no native routing entity. We create a custom Routing module in Zoho with fields for Route ID, Stop Order, Crew Assigned, Vehicle ID, Estimated Start Time, and Estimated End Time, linked to the parent Deal via lookup.

RealGreen file attachments (photos, signed forms, invoices) attached to work orders and customer records re-upload to Zoho Files. Zoho enforces a 25MB per-file limit. Files exceeding this limit are flagged — options include external hosting with a link stored in Zoho, or splitting the file before re-upload.

The RealGreen user who created or owns a work order resolves to a Zoho User by email address lookup. If the dispatcher email does not match an existing Zoho user, their records are assigned to a placeholder owner and flagged in the migration report for admin resolution before go-live.

Internal notes and communications attached to a RealGreen customer record migrate as Zoho Notes on the corresponding Account or Contact. Notes carry original creation timestamps preserved as Zoho Note created date. Rich-text formatting from RealGreen strips to plain text if incompatible with Zoho's Note format.

RealGreen payment transaction history (amount paid, payment method, date, status) has no direct Zoho CRM equivalent — Zoho Books handles invoicing and payments natively. We store payment summary fields (last payment date, outstanding balance, payment status) as custom fields on the Deal for reference. Full payment reconciliation requires Zoho Books integration post-migration.

RealGreen Forms (estimates, proposals, contracts, checklists) with captured signatures are exported as PDF files and re-uploaded to Zoho Files linked to the parent Account or Deal. Form field data that is not already captured in work order fields is stored as a Note for audit continuity.

RealGreen uses flag codes on customer records to indicate special status (billing issues, priority accounts, service restrictions). These are custom pick-list values in RealGreen. They migrate as a custom pick-list field on the Zoho Account record. Your admin defines the pick-list values in Zoho before migration.