Migrate from VaultRE to Zoho CRM

VaultRE contacts map directly to Zoho Contacts. The contact's name, email, phone, and address fields translate 1:1 to their Zoho equivalents. VaultRE contact type flags (Buyer, Seller, Tenant, Landlord) migrate as custom multi-select picklist fields on the Zoho Contact record. These role flags are preserved with their active status so that multi-role contacts maintain all their original designations in Zoho CRM without losing any historical relationship information.

VaultRE allows a single contact to carry multiple role flags simultaneously. Zoho Contacts have no native multi-role field, so we create Contact_Type__c (multi-select picklist) and Role_Active__c (date fields per role) as custom fields to preserve which roles were active and when.

VaultRE contacts without a linked property transaction become Zoho Leads if they have not yet engaged in a deal. We route by checking whether the contact has an associated deal or property listing — no deal history routes to Lead, active or historical deals route to Contact.

VaultRE agencies and agency branches map to Zoho Accounts. Agency name, ABN/ACN, billing address, and primary contact link migrate as Account fields. Multi-branch VaultRE setups create a parent Account with branch Accounts under the hierarchy, preserving the organizational structure in Zoho CRM using the standard parent-account relationship. Each branch Account inherits the agency's core details while maintaining its own branch-specific contact assignments.

VaultRE property listings (rental and sales) have no native Zoho equivalent — Zoho has no built-in Properties module. We create a Custom Properties module with fields for Address, Property Type (rental/sale), Listing Price, Bedrooms, Bathrooms, and a lookup to the Account representing the property owner.

VaultRE distinguishes between For Sale and For Rent listings. We create a Listing_Type__c picklist on the custom Properties module with values Sale, Rental, and Both, mapping directly from VaultRE's listing type field. This picklist is required because VaultRE supports properties listed simultaneously for sale and rental, a scenario that has no native representation in Zoho's standard modules.

VaultRE deals tied to specific properties map to Zoho Deals. The deal name, amount, stage, close date, and owner migrate directly. VaultRE deal pipelines map to Zoho CRM pipeline stages within the Deals module — each VaultRE pipeline becomes a Zoho pipeline.

VaultRE deal stage names map value-by-value to Zoho Deal Stage names. Stage probability and forecast category are reapplied based on Zoho's stage defaults. Stage-entry timestamps from VaultRE are preserved as custom datetime fields on the Deal record for reporting continuity.

VaultRE's unlimited Trust Accounts have no direct Zoho CRM equivalent. We create a Trust_Account__c text field on the Account record to store the trust account name and number, and recommend Zoho Books integration for full trust accounting functionality post-migration. The trust account linkage to properties and contacts is preserved via lookup relationships on the custom Properties module where applicable.

VaultRE engagement logs (calls, emails, meetings, open-home check-ins) migrate as Zoho Tasks for calls and emails, and Zoho Events for meetings. Original timestamps, activity type, and linked contact or property references are preserved. Open-home check-in records become Tasks with a custom Check_In__c flag.

VaultRE file attachments on contacts, properties, and deals are downloaded and re-uploaded to Zoho CRM Attachments. Zoho's 25MB per-file limit applies — files exceeding this are flagged for chunked upload or alternative storage. Property photos and document attachments migrate with their original filenames.

VaultRE supports unlimited commission splits per deal across multiple agents. In Zoho CRM, we create Split_Agent__c and Split_Percentage__c custom fields on the Deal module, with separate field sets for each agent slot (Agent_1, Agent_2, etc.). Tiered commission structures with graduated percentages are decomposed into individual agent rows. The primary agent is identified by the highest percentage or designated flag from VaultRE's split configuration.

VaultRE custom database fields (Date, Checkbox, Text, Drop-down Selection up to 30 options) map to Zoho CRM custom fields of the equivalent type. Field group names in VaultRE guide our Zoho custom field layout grouping, keeping related fields adjacent on the record page. Multi-select drop-downs in VaultRE become Zoho multi-select picklists. Validation rules (required, unique) from VaultRE are noted for manual re-application since Zoho's validation engine operates differently.