Migrate from Shark Byte CRM to Pipedrive

Shark Byte Customer records map directly to Pipedrive Organization records. The customer company name, primary address, and contact details map to standard Organization fields (name, address, visible_address, and custom fields for industry-specific data). The Organization record is created first in the migration sequence so that it is available as a lookup reference when Contacts are imported. Deduplication is handled on Organization name and domain where available.

Shark Byte Contact records map to Pipedrive Person records with name, email, phone, and role fields preserved. The Contact's link to the parent Customer maps to the Organization lookup in Pipedrive. We resolve Organization references first, then import Persons with the OrganizationId field populated. Any Contact without a matching Organization creates a standalone Person record, which is flagged for manual review post-migration.

Shark Byte Estimates are the primary product object in the source system and have no Pipedrive native equivalent. We map Estimates to Pipedrive Deals with a set of custom fields capturing the Estimate's term classification (1-3 year, 3-5 year, 10+ year), equipment specification fields, labor rate summary, and material cost breakdown. Line items from the Estimate are captured as Deal custom fields or as Products linked via the Deals-Products relationship if the customer uses Pipedrive's product catalog. The Deal title is set to the Estimate name or project identifier for traceability.

Shark Byte Proposals are generated from Estimates and include pricing, scope, and terms. We map each Proposal to a Pipedrive Deal. The PDF version of the Proposal, if available as an attachment in Shark Byte, migrates as a Pipedrive Deal attachment via the Deal files endpoint. Proposal status (Draft, Sent, Accepted, Rejected) maps to Deal status or stage depending on whether the Proposal was converted to a Work Order in Shark Byte. Any signed Proposal document is preserved as a file attachment on the Deal.

Shark Byte Service Agreements are recurring maintenance contracts tracked across term buckets. Pipedrive has no native recurring contract object. We map Service Agreements to Deals with custom fields for contract start date, end date, term length classification, renewal type, and coverage scope. The Deal stage reflects the Service Agreement status (Active, Pending Renewal, Expired). For customers with high-volume Service Agreement portfolios, we document the full contract matrix for the customer's Pipedrive admin to configure a maintenance pipeline and recurring workflow in Pipedrive's Activity sequences.

Shark Byte Work Order records track dispatched jobs, assigned technicians, work scope, and completion status. We map Work Orders to Pipedrive Activities in two ways: operational Work Orders (dispatched, in-progress, completed) migrate as Task records with subject, due date, and status; descriptive Work Orders with narrative scope descriptions migrate as Note records attached to the parent Deal or Organization. Technician assignment maps to the Pipedrive user by email lookup if the technician is also a Pipedrive user, otherwise the assignment is captured in a custom activity field for admin reference.

Shark Byte supports file attachments on Customer, Estimate, Proposal, and Work Order records. Photos from mobile surveys, signed agreements, and scope documents migrate as Pipedrive Files attached to the corresponding Deal or Activity. Image formats and compression vary based on the mobile device used; we extract at original resolution where possible and note that EXIF metadata may be incomplete on older survey attachments. Files are attached using the Pipedrive API file upload endpoint linked to the corresponding Deal or Activity ID.

Shark Byte custom fields on Estimates, Service Agreements, and Work Orders capture industry-specific data such as equipment model numbers, contract classification codes, and service scope tags. We map these to Pipedrive custom fields on the Deal object (for Estimates and Service Agreements) or on the Activity object (for Work Order specifics). Pipedrive custom field creation happens before migration begins so that the field IDs are available for mapping during the data load. Pipeline-specific custom fields require the field to be created at the account level and then assigned to the relevant pipeline stage.

Shark Byte Owner records map to Pipedrive User accounts by email address. We extract all distinct owners referenced across Customer, Estimate, Proposal, Work Order, and Activity records and match by email against the destination Pipedrive account's user table. Any Owner without a matching Pipedrive User is placed in a reconciliation queue for the customer to provision before record import resumes. Owner history on historical records is preserved as a custom field if the migration scope includes a date-filtered subset of records.

Shark Byte pipeline stages (Lead, Proposal, Estimate, Work Order, Service Agreement, Closed-Won, Closed-Lost) map to Pipedrive Pipeline stages. We design the Pipedrive pipeline to mirror the Shark Byte stage flow, with one Pipeline created per Shark Byte pipeline. Stage names and probabilities are defined in the Pipedrive pipeline configuration before any Deal records are imported. Any Shark Byte stage that represents a dispatch or field-work state (Work Order stages) maps to a Pipedrive Activity rather than a Deal stage and is noted in the mapping workbook.

If Shark Byte contains a product or parts catalog used within Estimates, those items map to Pipedrive Product records with Standard Pricebook entries. Product name, SKU, unit price, and description transfer directly. Products are a prerequisite for linking Line Items to Deals in Pipedrive. If Shark Byte's catalog is not exported as structured product data, the migration team documents the parts and pricing structure for manual entry or batch import via CSV.