Migrate from Service Toolz to Freshsales

Service Toolz contact records map 1:1 to FreshSales Contacts when the record represents an active customer or ongoing relationship. Email, phone, name, and address fields transfer directly. Records without email addresses route to a holding state for manual review before migration commits.

Service Toolz contacts flagged as prospective customers (no quote accepted, no work order completed) route to FreshSales Leads. Lead status pick-list values map from Service Toolz contact stage. Conversion to Contact occurs in FreshSales after the deal closes and the customer relationship matures.

Service Toolz company records map to FreshSales Accounts. Account name, domain, industry, employee count, and annual revenue transfer directly. Multiple contacts under one company in Service Toolz link to a single FreshSales Account via AccountId lookup. Parent-company hierarchies map to FreshSales Account hierarchy.

Service Toolz quotes with accepted status become FreshSales Deals with amount, close date, and stage derived from quote status. Quote line items map to FreshSales Deal Products. Rejected or draft quotes become FreshSales Leads or closed-lost Deals depending on stage — your team decides the routing rule before migration runs.

FreshSales has no native work-order object. We create a Service_Job__c custom object in FreshSales (Enterprise plan) or use linked notes on the Contact record (Growth/Pro) to preserve work-order number, status, description, and technician assignment. Status values (Scheduled, In Progress, Completed, Cancelled) map to FreshSales custom pick-list values.

Work order checklist items from Service Toolz migrate as a multi-select text field on the Service_Job__c record. Completed items and notes attach as custom note records linked to the parent work order. Large checklist volumes (50+ items) are summarized rather than fully enumerated.

Service Toolz products with pricing migrate to FreshSales Product Catalog entries. Unit price, description, and SKU transfer directly. Bundle or package products in Service Toolz decompose into FreshSales product bundles. Inventory quantities are informational only — FreshSales does not track real-time inventory.

Service Toolz invoices do not map to FreshSales. FreshSales lacks native invoicing — invoice records migrate as custom fields on the Service_Job__c object (invoice number, amount, status) for reference. For ongoing invoicing, FreshSales CPQ add-on or a third-party accounting integration (QuickBooks, Xero) must be configured post-migration.

Service Toolz technician accounts resolve to FreshSales Users by email match. Unmatched technicians flag before migration — your team either invites them to FreshSales or assigns their work orders to a fallback owner. Service Toolz role or certification data migrates to FreshSales User custom fields.

Service Toolz file attachments (photos, signed documents, PDFs) re-upload to FreshSales Files linked to the parent Contact, Account, or Service_Job__c record. File size limits apply (25MB per file in FreshSales). Inline images in work-order notes are extracted and rehosted as separate attachments.

Service Toolz scheduling data (calendar blocks, route assignments, technician availability) does not map to FreshSales. Scheduling must be rebuilt using FreshSales integration with Google Calendar or external scheduling tools. We export the scheduling data as a CSV for reference during FreshSales workflow setup.

Service Toolz inventory tracking (parts, stock levels, warehouse locations) has no native FreshSales equivalent. We migrate static inventory data as custom fields on the Product record (e.g., Stock_Level__c, Warehouse__c) for reference, but these fields will not update automatically. Ongoing inventory management must be handled by linking FreshSales to a dedicated inventory or ERP system after migration, ensuring real‑time stock visibility for service jobs.