Migrate from UPilot to Freshsales

Discovery and extraction method selection

We audit the UPilot account to identify active modules (Sales, Marketing, Support), record volumes per object, custom field definitions, pipeline count and stage names, and any custom object usage. We confirm the extraction method: built-in CSV export for standard volumes, direct data extraction for accounts exceeding CSV limits. We also confirm the destination Freshsales tier and identify any custom object requirements that would mandate Enterprise. The discovery output is a written migration scope, extraction plan, and Freshsales tier recommendation.

Schema setup in Freshsales destination

We configure the Freshsales destination before data import. This includes creating custom fields to match UPilot custom field definitions, setting up deal pipelines and stages to mirror UPilot's pipeline structure, configuring Freshsales Freddy AI settings if the customer has Pro or Enterprise, and provisioning any required custom objects on Enterprise. We deploy schema changes in the Freshsales admin panel and verify field types and required flags before any records are loaded.

Data extraction from UPilot

We extract data from UPilot using the confirmed method: CSV export for standard volumes or direct data extraction for larger accounts. We disable two-way email sync before extraction begins to prevent new emails creating orphaned thread records. The extraction covers Contacts, Companies, Deals, Tasks, pipeline stage assignments, custom field values, and support ticket records. We run a pre-extraction backup so that the UPilot account remains intact as a rollback point during the migration window.

Data transformation and mapping

We transform extracted UPilot records to match Freshsales field schemas. This includes mapping UPilot Company to Freshsales Account, resolving contact-to-account relationships, mapping deal stage names to Freshsales deal stage values, and applying the task-contact association pattern. Custom fields are mapped field-by-field, and any data type conversions (date formats, phone number formats) are applied. We produce a row-count reconciliation report comparing extracted record counts against the source UPilot account before loading.

Production import into Freshsales

We load data into Freshsales in dependency order: Accounts first (so that Contact and Deal lookups resolve), then Contacts, then Deals, then Tasks. Freshsales REST API and Bulk API endpoints are used with rate-limit handling and batch chunking appropriate to the record volume. Each import phase emits a reconciliation report (record count, error count, lookup resolution rate) before the next phase begins. Any records that fail import due to validation rules or required field gaps are logged and resolved before cutover.

Cutover, validation, and automation handoff

We freeze writes on UPilot during cutover, run a final delta import for any records modified during the migration window, then confirm the Freshsales account as the system of record. We deliver a written inventory of all UPilot automations, meeting scheduler configurations, and eSign integrations requiring rebuild in Freshsales (or a replacement tool). We support a brief post-migration validation window where the customer's team spot-checks record accuracy. We do not rebuild automations or schedulers as part of the migration scope.