Migrate from ServeCircle to Freshsales

ServeCircle stores business-level client records with name, address, phone, email, and branch assignment. These map directly to Freshsales Accounts. Branch affiliation in ServeCircle maps to Freshsales Territory (Pro+) or a custom division field on the Account. The client name becomes Account.name, primary address maps to the standard address fields, and phone/email populate the contact-specific fields for reference and outreach purposes.

Individual contacts attached to a ServeCircle customer record (device owner, approver, billing contact) map 1:1 to Freshsales Contacts. Primary contact email becomes the Contact.Email field; phone numbers map to Contact.work_number or mobile_number. Multiple contacts per customer are preserved as multiple Contact records linked to the same Account.

Prospective customers captured in ServeCircle without an active service job become Freshsales Leads. Name, email, phone, and source branch map to Freshsales Lead fields. Leads that convert post-migration create Contact and Account records automatically through Freshsales' native lead-conversion flow, preserving the original prospect data and conversion timestamp for historical reporting.

This is the core migration transformation. Each ServeCircle job sheet becomes a Freshsales Deal. The job number maps to Deal.name, job status maps to Deal.stage, service type maps to a custom pick-list field (Job_Type__c), and total billing amount maps to Deal.amount. Close date is derived from the job completion date. Pipeline mapping is configured before migration to align with the target Freshsales deal pipeline.

ServeCircle job statuses (e.g., Registered, Assigned, In Progress, Completed, Invoiced, Closed) map value-by-value to Freshsales deal stage pick-list values. The mapping is defined per pipeline before migration runs. Stage-entered timestamps from ServeCircle are preserved as custom datetime fields for reporting continuity.

ServeCircle categorizes jobs by service type (mobile repair, computer repair, warranty service, AMC service). Freshsales has no native service-type field on Deals, so a custom pick-list field Job_Type__c is created on the Deal object. Each unique ServeCircle service type becomes a pick-list value in Freshsales.

ServeCircle inventory items used in service jobs — spare parts, accessories, and flat-rate service items — map to Freshsales Products. Product name, SKU, unit price, and stock status transfer as Product.Name, Product.sku, Product.unit_price, and Product.stockKeepingUnit. Product images are re-uploaded as Freshsales Files.

ServeCircle technicians are assigned as job owners. They are matched to Freshsales users by email address. If a technician does not yet have a Freshsales user account, their records are assigned to a designated fallback owner and flagged for account creation before the migration finalizes.

Technical notes, diagnosis details, and internal comments on ServeCircle job sheets map to Freshsales Notes attached to the corresponding Deal. Original timestamps and technician attribution are preserved. Rich-text formatting in ServeCircle notes is simplified to plain text for compatibility with Freshsales' Note format.

ServeCircle generates invoices linked to completed service jobs. The invoice number, amount, and payment status migrate as custom fields on the Deal record (Invoice_Number__c, Invoice_Amount__c, Invoice_Status__c). Freshsales does not have a native invoicing object in the base CRM — invoicing is available as a separate Freshworks product (Freshbooks integration or Freshsales Suite add-on).

Device photos, signed job cards (signature capture), and documents attached to ServeCircle job sheets are downloaded and re-uploaded to Freshsales Files, linked to the corresponding Deal record. ServeCircle's planned attachments feature (listed as Coming soon in the Advanced tier) means some records may not yet have attachments — these are flagged as absent and reported post-extraction.

ServeCircle supports unlimited branches under a single license. Branch data (branch name, address, manager) migrates as either Freshsales Territories (requires Pro plan or higher) or custom fields on Account and Deal records. The choice is made during scoping based on the target Freshsales plan. Multi-branch franchises with complex reporting needs typically use Territories; single-region service shops use a custom branch_id field.

ServeCircle AMC records represent recurring service contracts tied to specific customers or devices. These migrate as Freshsales Deals with custom fields: AMC_Status__c (Active/Expired), AMC_Start_Date__c, AMC_End_Date__c, and AMC_Coverage_Type__c. Recurring billing reminders are not automated by migration — they require Freshsales workflows to be rebuilt post-migration.

ServeCircle warranty claims (Enterprise tier feature) are distinct from standard service jobs. They migrate as Freshsales Deals with Warranty_Claim__c = true and custom fields for claim status, claim account, and warranty provider. If the volume of warranty records is significant, a custom module (Freshsales Enterprise) is recommended over a flat list of custom fields.