Migrate from Service Autopilot to Freshsales

Service Autopilot Clients are hybrid records — we route them based on source status. Clients with active jobs or invoices become Freshsales Contacts; prospects with no billing history become Freshsales Leads. Email address is the de-duplication key. Clients without email are flagged for manual review.

Service Autopilot Properties store location data (address, GPS, measurements, photos). When a Property represents a business entity (e.g., a commercial client with multiple service locations), it maps to a Freshsales Account with the address in the Account record. When it represents a service location for a residential client, it maps to custom fields on the Contact record (Property_Address__c, Property_GPS_Lat__c, Property_GPS_Lng__c, etc.). Multiple Properties per Client collapse to the primary location on the Account with additional locations in custom fields or as related Account records.

Service Autopilot Estimates map to Freshsales Deals. Estimate line items (services, products) map to Freshsales Deal Products (line items). Estimate total amount maps to Deal Amount. Status mapping: Draft → Open, Sent → Negotiation, Approved → Closed Won, Declined → Closed Lost. Original estimate number preserved in a custom field.

Service Autopilot Jobs map to Freshsales Activities. Job type, status, scheduled date, assigned tech, and completion notes migrate as a Task or Event record linked to the Contact. Job cost data (labor cost, materials cost) migrates as custom fields on the Activity for historical reporting continuity. Completed jobs map to Events with the original start/end timestamps preserved.

Service Autopilot Invoices have no direct Freshsales equivalent (Freshsales has no native invoicing without the separate Freshbooks or Freshsales Suite's billing module). We preserve invoice data — total amount, status, payment date — as custom fields on the Contact record and linked to the originating Deal. Invoice line items are not individually migrated; the total is the key data point.

Service Autopilot Prospects that have not yet converted to Clients map directly to Freshsales Leads. All standard lead fields (name, email, phone, source) migrate. Lead status in Service Autopilot maps to Freshsales Lead Status using a value-mapping table. Unqualified prospects remain as Leads in Freshsales until manually converted.

Service Autopilot Employees (technicians, schedulers) map to Freshsales Users for ownership assignment. When an Employee is the assigned tech on a Job, their email is matched to a Freshsales User by email. If no match exists, the tech name is stored in a custom field on the Activity record. Employees without Freshsales accounts become a lookup field rather than an OwnerId.

Service Autopilot supports custom fields across Client, Job, Property, and Estimate objects. Each custom field requires a corresponding Freshsales custom field. We apply type-aware mapping: text → text, number → number, date → date, picklist → picklist, checkbox → boolean. Multi-select picklists in Service Autopilot migrate to comma-separated text in Freshsales unless a custom multi-select field is configured.

Service Autopilot tags (service type categories, client tags, property tags) migrate as Freshsales Tags. Tags are applied to the corresponding Contact, Account, or Deal record. Tags from different source objects that share a name are preserved separately — a client tag and a job tag with the same name do not merge.

Service Autopilot file attachments on Jobs (photos, completion proofs, signed documents) and Properties (property photos, measurements) migrate to Freshsales Files attached to the corresponding Contact, Account, or Deal record. File size limits apply — Freshsales allows uploads up to 25MB per file. Files larger than this are skipped and logged for manual handling.

Service Autopilot Automations (sequences of triggers, conditions, and actions) do not migrate. They are platform-specific constructs tied to Service Autopilot's event model and have no equivalent in Freshsales. We export the automation definitions as a structured JSON document for reference. Freshsales Workflows must be rebuilt from scratch — the automation document serves as a functional specification for the rebuild effort.

Service Autopilot's scheduling, dispatch board, and routing configurations have no Freshsales equivalent and are not migrated. Job history migrates as activities, but the active schedule and routing rules are not applicable in Freshsales. Freshsales has no field-worker scheduling capability — teams requiring that need a separate scheduling tool.