Migrate from The Service Program to Pipedrive

Customer contact details from The Service Program — including name, email address, phone number, and physical address — map directly to Pipedrive Person records. The Service Program stores customer data with QuickBooks synchronization, meaning QuickBooks customer IDs are preserved as the Source_System_ID__c custom field for traceability and delta-run de-duplication. This ensures that each Person record in Pipedrive can be traced back to its original QuickBooks customer identifier and prevents duplicate records from being created during migration or subsequent data synchronization runs.

Business-level information in The Service Program — including company name, physical address, and industry classification — migrates to Pipedrive Organization records. Each Organization is linked to the corresponding Person via the person.organization_id field, maintaining the relationship between contacts and their associated business entities. Equipment records and service agreement details from The Service Program are stored as Organization-level custom fields in Pipedrive, preserving equipment context directly on the business account for reference by service technicians and account managers without requiring separate lookups.

Work orders from The Service Program become Pipedrive Deals. Work order number maps to Deal title, status values map to Pipeline stages via value_mapping (Scheduled → first stage, In Progress → mid-stage, Completed → won stage, Invoiced → post-won stage). Scheduled service date maps to expected_close_date. Total work order amount maps to deal_value.

The Service Program work order statuses (Scheduled, In Progress, Completed, Invoiced, On Hold) require explicit value-by-value mapping to Pipedrive pipeline stage names. Each source status value maps to one Pipedrive stage. Probability and forecast category re-applied based on target stage values. Completed work orders can be set as won deals in Pipedrive.

Technician assignments on The Service Program work orders resolve to Pipedrive users by email match. Technicians who are not Pipedrive users get flagged before migration for manual user creation or fallback assignment. Their work order assignments migrate as Activity records or deal owner assignment depending on whether a Pipedrive user account exists for each technician.

Service visit notes, status update logs, and completion notes from The Service Program migrate as Pipedrive Activities linked to the corresponding Person (customer) and Deal (work order). Activity type mapped: visit notes → Task, phone calls → Call, scheduling updates → Task. Original activity timestamps and assigned technician preserved as Activity fields.

Custom fields on The Service Program customer contacts (preferred service type, account status, payment terms, referral source) migrate as Pipedrive Person custom fields. Each field requires pre-creation in Pipedrive with matching field type: text → varchar, number → int, date → date, picklist → enum. Source field name preserved in custom field key for rebuild reference.

Custom fields on The Service Program work orders (service category, equipment type, priority level, purchase order number, invoice reference, warranty status) migrate as Pipedrive Deal custom fields. Field type mapping required before migration. Fields must be pre-created in Pipedrive under Deal Fields before data loads — custom fields that do not exist in Pipedrive are skipped and surfaced in a missing-field report.

Equipment and asset records stored in The Service Program for each customer consolidate into custom fields on the Pipedrive Organization record. For single-equipment customers, the equipment name and model map to dedicated custom fields. For multi-equipment customers, the equipment list is merged into a consolidated text field or attachment for reference.

Prospective service requests and estimates in The Service Program (if tracked as separate records) migrate to Pipedrive Leads. Lead fields map to standard Lead fields in Pipedrive. If The Service Program does not have a separate lead object, this step is skipped and only work orders migrate as deals.

Financial records — invoices, payments, receipts — are stored in QuickBooks, not The Service Program. These do not migrate. Pipedrive's financial features or a separate QuickBooks integration handles billing after migration. We preserve the QuickBooks customer ID on the Person record as a reference field for the QuickBooks-Pipedrive integration setup.

Original work order create date, scheduled date, and completion date are preserved as custom datetime fields on the Pipedrive Deal since Pipedrive's native CreatedDate and CloseDate reflect the migration timestamp, not the original service history. Original_Date_Created__c and Original_Service_Completed__c are created as custom fields for reporting continuity.