Migrate from VBOUT to Freshsales

VBOUT Contacts map to Freshsales Leads or Contacts depending on lifecycle context. VBOUT does not have a separate Lead object, so we evaluate each Contact's Tags, Lead Score, and source attribution to determine whether it qualifies as a Freshsales Lead (unqualified prospect) or Contact (qualified, attached to an Account). We preserve the original VBOUT contact ID in a custom field vbout_contact_id__c and carry forward any Lead Score as a numeric custom field for Freddy AI to use immediately after migration.

VBOUT Leads (distinct from Contacts in its soft CRM model) map directly to Freshsales Lead records. We preserve source attribution, assignment data, and any lead score. Freshsales requires the customer to map VBOUT lead custom fields to Freshsales Lead custom fields before import via Admin Settings > Leads Module > Add Field; we document the required field creation and execute the mapping during import.

VBOUT Company records map directly to Freshsales Account. Domain data from VBOUT becomes the Account Website field and is used as the dedupe key during import. Freshsales Accounts must exist before Contacts are imported so that the Account-Contact lookup relationship is satisfied at insert time.

VBOUT Tags encode pipeline stages, segment membership, and contact classification. Tags migrate to Freshsales as either a custom multi-select picklist field on Contact/Lead or as individual custom fields depending on tag usage density. Pipeline stage tags are isolated and mapped to Freshsales Deal stage values so stage context is not lost. The customer chooses the tag strategy during scoping.

VBOUT custom fields on Contacts and Leads (dropdown, conditional, payment field types) require type mapping to Freshsales field types because VBOUT uses field variants that do not map 1:1. We perform a field-by-field type audit during scoping and create matching Freshsales custom fields under Admin Settings before migration. The Freshsales field mapping dropdown during lead conversion is pre-configured based on this audit so no data is lost on Lead-to-Contact conversion.

VBOUT encodes pipeline stages as Tags on Contact records rather than as a formal deal object. We extract stage-tagged Contacts and create Freshsales Deal records with stage name, probability, and close date populated. The Freshsales Deal object links to the Contact and Account via ContactId and AccountId. Pipeline stage names from VBOUT tags are used to populate Freshsales Deal Stage values that the customer configures in Admin Settings before migration.

VBOUT sent campaign history (subject, send date, open/click data) exports as structured data. We import this as a custom activity log on the corresponding Freshsales Contact record or as a Deal note with campaign metadata. VBOUT email templates cannot transfer as deployable assets; they are exported as content artifacts for manual rebuild in Freshsales templates or Freshmarketer.

VBOUT form field definitions and conditional logic export cleanly. We produce a Freshsales Web-to-Lead configuration and a field-by-field mapping document. Payment form records export with transaction metadata but payment instrument data is excluded (PCI scope). Visual form layout and conditional branching must be manually rebuilt in Freshforms or Web-to-Lead.

VBOUT automation workflows store in a proprietary JSON schema tied to its trigger-action builder and are not cross-platform portable. We export the workflow definition as a structured JSON artifact and produce a step-by-step rebuild guide mapped to Freshsales' Automation Rules editor. The customer must manually replicate multi-step workflows in Freshsales after migration. This is documented in the delivered workflow inventory, not executed during migration.