Migrate from Realpage to Freshsales

RealPage residents map directly to Freshsales contacts. The tenant's name, email, phone, and address fields transfer as-is. Freshsales requires an AccountId on contacts — we either link to an existing Account (the property or management company) or create a placeholder Account record for unassigned residents.

RealPage properties map to Freshsales accounts. Property name, address, type, and unit count transfer as account fields. If the RealPage property represents a property‑management company rather than a physical building, we map it to an Account with Industry set to Real Estate.

Freshsales has no native unit or unit‑type object. We create a custom Unit module on the Freshsales Enterprise plan, with fields for unit_number, floor, bedrooms, bathrooms, square_footage, and current_lease_id. Each unit is linked to its parent Property Account via a lookup field.

Active RealPage leases map to Freshsales deals. The deal name is the unit address + tenant name. Lease amount maps to Deal Amount, lease start/end dates map to Close Date and a custom lease_end_date field. StageName is set based on lease status: 'Active Lease' → 'Closed Won', 'Expired' → 'Closed Lost', 'Pending' → 'Qualification'.

RealPage lease statuses such as Active, Expired, Terminated, Pending Renewal, and Pending Move-In map to Freshsales Deal StageName values through a configured value mapping. We retain the original RealPage status as a custom pick‑list field (Lease_Status__c) on each deal to preserve historical reporting continuity across the migration.

RealPage work orders map to Freshsales tasks for maintenance activity logging. If the Freshsales plan includes custom modules, we create a WorkOrder module to preserve full work‑order details (priority, category, assigned vendor, completion notes) not captured in a standard task.

RealPage vendors are imported as Freshsales Accounts with the Type field set to 'Vendor'. Vendor name, primary contact, phone, email, and trade category (such as plumbing, electrical, HVAC) are transferred into the corresponding account fields. Keeping vendor accounts separate from property and tenant accounts ensures clean segmentation in reports and simplifies work‑order linking.

Freshsales does not provide a native accounting or payment object, so rent payment histories cannot map to a standard entity. We capture the monthly rent as the Deal Amount, store the last payment date and payment status in custom fields (Last_Payment_Date__c, Rent_Status__c), and attach a note to the lease deal containing the full transaction ledger. Detailed accounting reports must be managed in a dedicated accounting system.

If RealPage stores prospect inquiries, waiting‑list entries, or other sales‑ready contacts, those records are migrated directly to Freshsales Leads. We map the prospect’s full name, email address, phone number, and desired unit type into standard lead fields, and set the Source field to 'RealPage Import' for clear audit traceability. Any additional prospect attributes are captured in custom lead fields created prior to migration.

RealPage staff and property managers are matched to Freshsales users by email address. Unmatched users are flagged before migration — your team either creates Freshsales accounts first or assigns records to a fallback owner. Historical owner data is preserved as a custom Owner_Source__c text field.

RealPage documents attached to leases, work orders, or residents are re‑uploaded to Freshsales Files and linked to the corresponding record. File size limits apply (Freshsales caps at 25MB per file on most plans). We skip inline images embedded in Rich Text fields if rehosting is not feasible.

RealPage custom fields on any entity (resident, property, unit, lease) require Freshsales custom fields created before migration. We deliver a custom‑field creation checklist as part of the migration plan. Data type translation is type‑aware: pick‑lists become Freshsales pick‑lists, dates become datetime fields, numbers become number fields.