Migrate from SortScape to Pipedrive

SortScape client records map directly to Pipedrive Persons — name fields, email, phone, and address map 1:1. SortScape does not split first/last name; we parse the full name string, preserving any middle name or suffix, and populate FirstName and LastName on the Pipedrive Person record, using the remaining tokens as a nickname field if needed.

SortScape clients flagged as commercial accounts (landscaping companies as clients) map to Pipedrive Organizations. The Organization Name maps from the SortScape company name field, while address details (street, city, state, postal code) are transferred to the Organization's address fields. We also link the Person contact via the OrganizationId relationship in Pipedrive, and if Persons share the same company name, we merge them under a single Organization record to avoid duplicates.

SortScape properties are job-site locations — address, access notes, property type, and lawn size. Since Pipedrive Organizations hold address data natively, we map the primary property address to Organization fields and preserve property-type and access details as custom fields on the linked Organization.

SortScape jobs map to Pipedrive Deals — job name, description, scheduled date, and value amount transfer as Deal Name, custom description field, Expected Close Date, and Deal Value. We also preserve the SortScape job ID as a custom field (Source_Job_ID__c) for reconciliation, and map the job's service type to a custom pick-list on the Deal. Pipedrive's pipeline and stage model replaces SortScape's job-status taxonomy, providing workflow tracking and stage transitions.

SortScape job statuses (Scheduled, In Progress, Completed, Invoiced, Cancelled) map to Pipedrive Deal Stage pick-list values. We create a custom pipeline in Pipedrive with stages named to match SortScape's status labels so the team recognizes the state on first login.

Each SortScape visit (one crew dispatched to one property on one date) becomes a Pipedrive Activity of type Task, linked to the parent Deal. Visit date maps to the Activity due date; visit notes map to the Activity note body. Completed-flagged visits set the Task to 'Completed' status in Pipedrive.

SortScape staff records contain name, email, phone, and role. We create Pipedrive Users for staff who will access Pipedrive, assigning them the appropriate permission set based on their role; staff without Pipedrive logins (e.g., seasonal or part‑time crew) are stored as custom fields on the Deal (Assigned_Crew__c) to preserve assignment history without granting system access.

SortScape's Optimize Route feature produces visit sequence, total distance, and estimated drive time per job run. Pipedrive has no native route model — we consolidate these into three custom fields on the Deal (Route_Sequence__c, Route_Distance_km__c, Route_Duration_min__c) as pipe-delimited reference data.

SortScape client and property notes (access codes, gate combinations, dog on property) map to Pipedrive Notes linked to the Person or Organization record. We preserve the full note body and the original creation timestamp from SortScape, and we also tag each note with a custom label (e.g., Access_Notes__c) to make filtering and reporting easier in Pipedrive.

SortScape's native Xero invoicing creates invoices tied to completed jobs. Pipedrive has Smart Docs for quote generation but no native accounting module. We export the SortScape invoice history as a reference CSV and rebuild invoice-triggering automations using Pipedrive Automations or Zapier.

SortScape has no generalized workflow automation engine — assignment rules and schedule triggers are platform‑native and not exportable as data. We document the current scheduling logic, including how jobs are assigned to crews, when route optimization is triggered, and how status changes propagate. Using that specification, we rebuild equivalent Pipedrive Automations triggered by Deal stage changes, Activity completion, or custom field updates, ensuring the new system replicates the original workflows.