Migrate from The Clinic Place to Freshsales

Clinical notes have no Freshsales native equivalent and require a custom migration strategy

The Clinic Place stores clinical notes, treatment notes, and encounter summaries as structured records. Freshsales has no native clinical note object — the standard Note object is for short-form text and the Attachment object handles file uploads. Long or formatted clinical notes must be exported as PDF attachments or stored in a custom long-text field (limited to 32,768 characters in Freshsales). Practices with extensive note history should decide before migration whether to migrate notes as attachments or custom fields, as the choice affects searchability and reporting in Freshsales. FlitStack surfaces both options and lets you choose per note-type.

Insurance and medical data require custom field creation before migration can complete

Freshsales Contact objects have no standard fields for date of birth, insurance carrier, policy number, allergy flags, or chronic conditions. These are core data points in The Clinic Place patient records. Before migration, FlitStack creates the required custom fields on the Contact object: Date_of_Birth__c (date), Insurance_Carrier__c (text), Insurance_Policy_Number__c (text), Allergies__c (text or multi-select), and Chronic_Conditions__c (text). If your Freshsales plan restricts custom field counts (Growth plan limits apply), you may need to consolidate medical flags into fewer fields or use a separate Medical_History custom object with Contact lookup. This schema setup must complete before the data migration runs.

Freshsales API rate limits vary by plan and can throttle migration throughput

Freshsales enforces tiered API rate limits: Growth plan allows 1,000 requests per hour, Garden 2,000 per hour, Estate 5,000 per hour, and Forest up to 5,000 per hour with add-on expansion. The Clinic Place API export speed is typically not the bottleneck — Freshsales write limits are. FlitStack paces migration writes to stay within the 429 error threshold, but large patient record volumes on lower-tier Freshsales plans extend migration clock time. If speed matters, upgrading to Estate or Forest before migration reduces the cutover window. FlitStack estimates the impact during scoping based on your Freshsales plan tier.

Invoice and billing records require a custom object that does not exist in standard Freshsales

The Clinic Place tracks invoices, payment history, and outstanding balances. Freshsales does not have a native invoice management object — its Product Catalog handles sales pricing for deals but not accounts receivable or billing status. Invoice records from The Clinic Place migrate to a custom Invoice__c object that FlitStack creates with fields for invoice number, amount, date, status, and ContactId lookup. Payment history and aging tracking must be handled in a separate accounting tool post-migration. Freshsales workflows cannot automate billing follow-ups on a custom Invoice object without additional configuration.

Appointment scheduling does not transfer as native Freshsales calendar events

The Clinic Place appointment records map to Freshsales Event objects, but the mapping is one-directional and loses recurring pattern context. Individual appointments transfer with date, time, visit type, and provider linked to the Contact. However, recurring appointment series (every Monday at 10am for 12 weeks) do not translate to Freshsales recurring events — they become individual Event records. After migration, your team should use Freshsales Workflows or the native calendar integration to establish recurring appointment rules for new bookings. Past appointment history migrates as static records without live calendar hooks.