Migrate from Realpage to Zoho CRM

RealPage Properties map directly to Zoho CRM Accounts. Property name becomes Account Name, street address maps to Billing Street, city and state map to their respective fields, and ZIP maps to Billing Code. A custom field Property_Type__c captures whether the property is residential, commercial, or mixed-use. The original RealPage Property_ID__c is stored as a custom field for traceability.

Zoho has no native property-unit hierarchy. We create a custom Units module in Zoho CRM linked to the parent Account (Property) via a lookup field. Unit number, unit type (studio, 1BR, 2BR, etc.), square footage, and current status are captured as fields in the custom module. The parent Property AccountId resolves correctly only after Accounts are migrated first in the sequence.

RealPage residents and tenants map to Zoho CRM Contacts. First name, last name, email address, phone number, and mailing address migrate directly. Each Contact is linked to the parent Account (Property) via the Account Name lookup. Residents without a current lease still migrate as Contacts with a null AccountId if no property assignment exists in the source data.

Leases do not have a native Deal equivalent in Zoho CRM. We create a Deals record representing the lease as a revenue event (Amount = monthly rent, Stage = Lease Active / Lease Expired / Lease Ended) and attach a Lease subform or a custom Lease module capturing lease start date, end date, security deposit, rent amount, and lease status. This dual representation preserves lease term data while enabling pipeline reporting in Zoho.

RealPage lease status values (Active, Expired, Terminated, Renewed, Month-to-Month) map to Zoho Deal stage values. Active leases route to a 'Lease Active' stage; expired or terminated leases route to 'Lease Expired'. The mapping is defined value-by-value before migration to prevent invalid pick-list errors in Zoho.

RealPage vendors map to Zoho CRM Accounts with a custom field Vendor_Type__c set to 'Vendor' to distinguish them from property Accounts. Vendor name, contact name, phone, and email migrate directly. Vendors are not linked to specific Properties by default; they can be associated with maintenance Work Orders as related records.

RealPage work orders migrate as Zoho CRM Tasks. The task Subject carries the work order title, Description carries the full work order detail, and Status maps to Zoho's task Status pick-list (Not Started, In Progress, Completed, Overdue). The related Account (Property) lookup attaches the task to the correct property record. Vendor assignment migrates as a custom text field.

RealPage work order priority values (Emergency, High, Normal, Low) map to Zoho's Task Priority pick-list values. Emergency maps to High, High maps to High, Normal maps to Normal, and Low maps to Low. Non-matching values are flagged for manual review before migration runs.

RealPage file attachments (lease agreements, unit photos, vendor contracts) are downloaded and re-uploaded to Zoho CRM as Attachments on the relevant Account, Contact, or Deal record. Zoho's attachment size limit is 10 MB per file via the web UI and 25 MB via the API. Files exceeding this limit are flagged for manual handling.

RealPage users and property managers are resolved against Zoho CRM users by email address match. Unmatched users are flagged before migration and assigned to a fallback Zoho user or a generic 'RealPage Import Owner' placeholder record. The Owner ID on each migrated record is set to the resolved Zoho User ID at migration time.

RealPage internal record IDs are preserved as a custom field (Source_System_ID__c) on every Zoho Account, Contact, and Deal. This field enables delta-run de-duplication, rollback traceability, and reconciliation matching against the RealPage export. It is populated for every record migrated and acts as a unique cross-reference key for tracking the origin of each migrated entity. The Source_System_ID__c value allows FlitStack to identify which Zoho record corresponds to which RealPage source record during incremental syncs and post-migration audits.

RealPage record creation and update timestamps are preserved as custom datetime fields (Original_Create_Date__c and Original_Modified_Date__c) on Zoho records. Zoho's native CreatedDate and ModifiedDate fields reflect the migration import time; the custom fields preserve the original audit trail for reporting continuity.

RealPage accounting data (GL detail, rent rolls, recovery reconciliations, AP invoices) has no equivalent in Zoho CRM's data model. This data is excluded from the migration scope. Clients requiring accounting continuity should evaluate Zoho Books or a dedicated accounting platform post-migration.

RealPage prospect tracking and leasing activity (property tours, follow-up calls, email interactions) migrates as Zoho CRM Tasks or Events attached to the relevant Account or Contact. Original timestamps, activity type, and assigned owner are preserved. This enables leasing velocity reporting in Zoho without rebuilding the activity history manually.