Migrate from Rocket Matter to Zoho CRM

Rocket Matter clients migrate as Zoho Leads if they have open matters (active client relationships). Clients with only closed matters land as Zoho Contacts. If Rocket Matter stores a company name on the client record, we create an Account record and link the Contact via Account Lookup (AccountId). Rocket Matter client properties become Zoho standard fields and custom fields — field type audited per property before migration.

If Rocket Matter maintains separate client and company objects, the company maps directly to Zoho Account. Rocket Matter company properties (domain, industry, employee count) map to Zoho Account standard fields. Company-industry picklist values from Rocket Matter are mapped to Zoho Account Industry picklist values by name; unmapped values are preserved in a custom field to avoid data loss.

Rocket Matter matters map to Zoho Deals (Opportunities). The Matter Number from Rocket Matter has no native Zoho equivalent — we create a custom text field (Matter_Number__c) and preserve it there. Matter Type from Rocket Matter (Litigation, Corporate, Real Estate, etc.) becomes a custom picklist field (Matter_Type__c) whose options are created in Zoho before migration. Matter Status (Open, Closed, Pending) maps to a custom picklist (Matter_Status__c). The primary client on the matter resolves to the corresponding Zoho Contact/Lead by email.

Rocket Matter stores contact details directly on the Matter record. The contact name, email, phone, and address fields extract to a Zoho Contact record. If a matching Contact already exists in Zoho (by email), the Matter links to it via the Contact Lookup. If no match is found, a new Contact is created and the Matter links to it. The primary-contact flag from Rocket Matter maps to a custom checkbox (Primary_Contact__c) on the Zoho Deal-Contact relationship.

Rocket Matter time entries (hours, billable flag, billing rate, user, matter link) have no direct Zoho CRM equivalent. We create a custom Events layout with custom fields: Hours_Worked__c (number), Billing_Status__c (picklist: Billable, Non-Billable, Pending), Billing_Rate__c (currency), and Source_Time_Entry_ID__c (text). The Event is linked to the corresponding Zoho Deal (Matter) via the WhatId field. Firms with LEDES billing codes preserve the code in a custom text field (LEDES_Code__c). An alternative approach builds a dedicated time-tracking custom module if the firm tracks many entries per matter.

Rocket Matter expenses (vendor, amount, date, description, billable flag, matter link) follow the same pattern as time entries. We map to Zoho Events with custom fields: Vendor__c (text), Expense_Amount__c (currency), Billable__c (checkbox), and Source_Expense_ID__c (text). The Event links to the corresponding Zoho Deal via WhatId. If the firm tracks many expenses per matter, a custom module is more maintainable than an Events workaround.

Rocket Matter supports client-level and matter-level custom fields across text, number, date, and picklist types. We audit every custom field, map its Rocket Matter field type to the equivalent Zoho field type, and create it in Zoho before data loads. Picklist fields require manual option creation in Zoho — we export the full list of Rocket Matter option values so your admin can define the exact same set. Custom field values migrate as written; no reformatting occurs unless the target field type forces it (e.g., text-to-number rejection is flagged for manual resolution).

Rocket Matter attorneys, paralegals, and staff map to Zoho CRM users. Resolution is by email address — FlitStack AI matches Rocket Matter user emails against Zoho user emails to establish OwnerId on matters and time entries. Unmatched users (e.g., departed staff with no Zoho account) are flagged as exceptions before migration and reassigned to a designated fallback Zoho user. Profile and Role assignment in Zoho is a post-migration step handled by your admin.

Rocket Matter tasks map directly to Zoho Tasks. Task subject, due date, status (Open/Completed), priority, and assigned user carry over. The task is linked to the corresponding Zoho Deal (Matter) via the WhatId lookup. Recurring tasks from Rocket Matter are expanded to individual Zoho Task records since Zoho Tasks do not support native recurrence at migration.

Rocket Matter calendar events (meetings, calls, deadlines) map to Zoho Events. Subject, start datetime, end datetime, location, and assigned user carry over. The Event links to the corresponding Zoho Deal (Matter) via WhatId. Recurring Rocket Matter events are expanded to individual Zoho Event records at migration.

Rocket Matter notes map to Zoho Notes. Note title, body content, and created datetime migrate. The Note links to the parent Zoho record (Contact, Account, or Deal) via the Related To lookup. Rich-text formatting in Rocket Matter notes is preserved as HTML content in Zoho Notes.

Rocket Matter file attachments on matters, clients, and contacts are downloaded from Rocket Matter storage and re-uploaded to Zoho CRM Attachments. Each attachment is linked to its parent Zoho record (Deal, Contact, or Account). Inline images embedded in Rocket Matter notes are extracted, hosted, and re-inserted as image links in Zoho Notes. File size limits from Zoho CRM apply — files exceeding the limit are flagged before the migration run.