Migrate from Vinsolutions to Freshsales

VinSolutions customer records map directly to Freshsales Contacts. Freshsales requires an email address on Contact creation; records without emails are flagged before migration and loaded with an alternate identifier field. Name, phone, address, and social fields transfer with no transformation.

VinSolutions distinguishes between sold customers and unsold prospects. Active prospects without a closed deal route to Freshsales Leads. Dealers configure the split rule — the default is records with a completed deal map to Contact, records without a deal map to Lead.

VinSolutions deal records map to Freshsales Deals. The deal name, amount, stage, close date, and owner fields transfer directly. Pipeline mapping requires Freshsales admins to pre-create the pipeline in Freshsales before migration so the pipeline ID can be assigned during the load.

VinSolutions vehicle records (VIN, make, model, year, trim, stock number) do not have a native Freshsales equivalent. We transform vehicle records into Freshsales Products, storing VIN as the Product SKU and stock number as a custom field. Deal associations use Freshsales Product lookup fields on the Deal record.

VinSolutions service history does not map to a standard Freshsales object. Service date, mileage, RO number, and service type are stored as custom fields on the Contact record. Individual service appointments are loaded as Freshsales Tasks with Type='Service' and linked to the Contact.

Unsold VinSolutions prospect records map 1:1 to Freshsales Leads. Lead source, status, owner, and creation date transfer directly. VinSolutions lead scoring (if enabled) migrates to a Freshsales custom numeric field. Additionally, any custom prospect categories or source attributions are preserved as picklist values in Freshsales, and the original creation timestamp is retained for historical analysis.

VinSolutions tasks (follow-up reminders, callbacks) map to Freshsales Tasks. VinSolutions logged calls and meetings map to Freshsales Tasks with Type='Call' and Events respectively. Original timestamps and assigned owner are preserved across both activity types. All activity owners are matched by email to ensure the correct Freshsales user is assigned, and any unmatched owners are flagged for pre-migration resolution.

VinSolutions stores DMS record IDs linking customers and vehicles back to Dealertrack or other Cox DMS. Since Freshsales has no DMS integration, these cross-references are preserved as read-only custom fields (DMS_Customer_ID__c, DMS_Vehicle_ID__c) on the relevant records for future reconciliation. These custom fields are set to read-only to prevent accidental overwrites during daily use.

VinSolutions dealerships with custom objects (frequently used for F&I product tracking, trade-in records, or body-shop estimates) require Freshsales custom fields or custom modules to be created before migration. We map each custom object field individually and create a setup plan listing the required Freshsales schema additions.

VinSolutions file attachments on customer records, deals, and vehicles are downloaded and re-uploaded to Freshsales Files, linked to the corresponding record. File size limits on the target Freshsales plan apply (Growth caps at 2GB total; Enterprise at 100GB per user).

VinSolutions owner IDs are resolved by email address match against Freshsales users. Unmatched owners are flagged before migration; the team either provisions Freshsales users first or assigns records to a designated fallback user. No record lands without a valid Freshsales owner.

VinSolutions deal stages (sold, pending, lost, hold, etc.) map value-by-value to Freshsales pipeline stages. Probability and forecast category are reapplied per Freshsales stage definition. Stage transition timestamps from VinSolutions are stored as custom datetime fields for reporting continuity. The mapping also preserves any custom stage labels defined in VinSolutions for reference during Freshsales configuration.