Migrate from Visual Practice to Pipedrive

Visual Practice client records map 1:1 to Pipedrive Persons. The primary contact email, phone, name, and address fields migrate directly. Clients with multiple contacts collapse to one primary Person record with additional contacts added as related Persons linked via the same organization.

The Visual Practice organization itself becomes the primary Organization record in Pipedrive. Client organizations (businesses the practice serves) map to separate Organization records. Address, phone, and domain fields migrate directly. Parent-child organization hierarchies map to Pipedrive's Parent Organization field. This preserves the hierarchical structure when the practice manages multiple related business entities.

Visual Practice appointments with status='completed' map to Pipedrive Activities of type='call' or 'meeting' depending on duration and notes content. The practitioner who owned the appointment becomes the Activity owner in Pipedrive, resolved by email match against Pipedrive users. Cancelled appointments are skipped unless you specify a retention rule.

Visual Practice service line items (procedures, sessions, deliverables) have no direct Pipedrive equivalent. We map service type to a custom pick-list field (Service_Type__c) on the Person or a custom Deal. For recurring service contracts, a Pipedrive Deal is created per service contract with the service details in custom fields. You may also create Pipedrive Products for billable services.

Visual Practice invoice records with payment status and amounts map to a Note on the related Person or Deal plus custom numeric fields (Last_Invoice_Amount__c, Last_Payment_Date__c) for reporting continuity. Pipedrive has no native billing object — you connect an accounting integration for ongoing invoice management post-migration.

Visual Practice file attachments (treatment plans, signed forms, images) attached to client records are downloaded and re-uploaded to Pipedrive Files linked to the matching Person record. File size limits apply: Pipedrive allows up to 50MB per file on Advanced+ plans. Large image volumes may extend migration time.

Visual Practice staff records (practitioners, admins) are mapped to Pipedrive Users by email address match. Active practitioners with billable appointments become Pipedrive Users so their activities and deals are attributed correctly. Inactive staff are mapped as Persons with a custom Practitioner_Former__c flag.

Visual Practice client lifecycle stages (Active, Inactive, Prospect, Former) have no native Pipedrive equivalent. We create a custom pick-list field (Client_Status__c) on Person with the same values. Stage-changed timestamps are preserved in a custom datetime field (Status_Changed__c) for continuity in reporting.

Multi-location practices require a Location custom field on both Person and Organization to track which branch a client or organization belongs to. This is especially important when different branches have different Pipedrive pipelines, visibility groups, or team assignments that need to align with the branch structure.

Visual Practice referral source tracking (Google, partner, referral) migrates as a custom pick-list field (Referral_Source__c) on Person. UTM parameters or campaign links stored in Visual Practice can be mapped to Pipedrive's built-in campaign membership feature if you enable Pipedrive campaigns for attribution tracking.

Clinical or session notes stored in Visual Practice appointment records migrate as Pipedrive Notes attached to the related Activity or Person record. Rich-text formatting is preserved where Pipedrive supports it. Large note volumes may require pagination handling in the Pipedrive API calls during the migration run.

If Visual Practice has custom objects (Enterprise tier), those map 1:1 to Pipedrive custom objects. Custom object associations that use Visual Practice's N:N relationship model need translation to Pipedrive's relationship model — we surface junction table requirements in the migration plan for your Pipedrive admin to configure.