Migrate from SortScape to Zoho CRM

SortScape client export maps directly to Zoho Contact fields: first name, last name, email, phone, mobile, and mailing address components. Where SortScape stores a single combined address, we split it into Street, City, State, PostalCode, and Country fields on the Zoho Contact.

Each SortScape client becomes a Zoho Account record alongside the Contact. Account holds the business name and address; the Contact record links via Account Name lookup. This enables Zoho's Account-centric reporting and hierarchy views. It also supports hierarchical structures such as parent‑child Account relationships for larger organizations.

SortScape custom client properties — ABN, credit limit, property notes, preferred crew — are not in the standard CSV export. We identify these during audit, create matching custom fields on Zoho Contact (e.g., ABN__c, Property_Notes__c), and populate from SortScape's internal data or linked notes.

Each SortScape scheduled visit becomes a Zoho Task linked to the Contact. Task.Subject carries the service type, Task.Start_DateTime and End_DateTime carry the visit window, and Task.Status tracks completion. Visit notes migrate to Task.Description. Additional fields such as crew assignment and travel time are stored as custom fields on the Task record.

SortScape visit metadata — service type, crew assigned, travel time, billable flag, Xero invoice reference — has no direct Zoho standard field. We build a custom Jobs module with a Visits sub-form, creating Service_Type__c, Crew__c, Travel_Time__c, and Billable__c fields to carry this context.

SortScape's visit ordering produced by route optimization has no native Zoho CRM equivalent. We store the sort order as a custom integer field (Visit_Order__c) on each Task for reference. Full route optimization must be rebuilt using Zoho's third-party integration ecosystem or a Zoho Creator app.

A SortScape job run (a day's batch of visits for a crew) maps to a group of Zoho Tasks sharing the same scheduled date and owner. We preserve job run ID and crew assignment as custom fields on each task so the grouping can be reconstructed in Zoho.

SortScape's native Xero invoicing links visits to Xero invoice IDs. Zoho CRM has no native Xero connector on standard Plans. We preserve Xero invoice IDs in a custom field (Xero_Invoice_Ref__c) on each task. The Zoho Books integration must be configured separately post-migration.

SortScape staff members with assigned clients resolve to Zoho CRM users by email match. Unmatched owners are flagged before migration. Their records are assigned to a designated fallback Zoho user until accounts are provisioned. This ensures that all historical activity traces to a valid Zoho user from day one.

SortScape's reminder and notification settings have no direct Zoho equivalent and cannot be exported programmatically. We provide a workflow audit checklist capturing every SortScape automation rule so your Zoho admin can rebuild them in Blueprint or Workflow Rules after migration.