Migrate from Vortex Field Software to Freshsales

Vortex client records (company name, billing address, contact details) map directly to Freshsales Account. Primary site address migrates to Account.Address. If a Vortex client has multiple sites, each site becomes a separate Freshsales Account linked by a custom Parent Account field or stored as a custom Site custom module.

Vortex sites are distinct locations attached to a client. Freshsales has no native site/location object. We create a Site custom module with a lookup to the primary Account. Site address, site type, and site-specific contact details map into Site custom fields.

Vortex asset records (equipment name, model, serial number, configuration details, install date) have no Freshsales native equivalent. We create an Asset custom module with lookup relationships to the Site Account and to the Contact who is the primary site manager. Asset maintenance history migrates as related Asset Service History records.

Vortex work orders split into two Freshsales objects based on type: billable service engagements map to Freshsales Deal (with a custom Work_Order_Type__c field set to 'Billable Service'); internal or non-revenue work orders map to Freshsales Task with Type='Field Service'. Deal.Amount maps from Vortex work order total or estimate when the engagement is billable.

Vortex parts and labor line items attach to the parent work order. Billable parts map to Freshsales Deal Product records (Name, Quantity, Unit Price). Non-billable parts used are stored as a custom field on the Deal or Task for reference. If Vortex tracks inventory separately, parts data migrates as a separate Products module.

Vortex service history entries (visit notes, repair descriptions, technician comments) map to Freshsales Tasks with Type='Field Service Note'. Original service date, technician name, and resolution status are preserved as custom fields on the task. Site and asset links maintained via lookup fields.

Vortex technician records contain name, certifications, and scheduling data. Freshsales User objects are system-level users, not CRM records. Technician name and email map to a Freshsales User (invited or pre-provisioned). Work-order assignments in Vortex become Task Owner assignments in Freshsales resolved by email match.

Vortex scheduled appointments with start/end times and assigned technician map to Freshsales Events. Event subject is set to the work order reference. The start_time and end_time fields are populated from the appointment times, with timezone preserved. Owner maps to the corresponding Freshsales User via technician email match. Location field is sourced from the Vortex site address.

Vortex invoice records (invoice number, amount, status, line items) have no Freshsales native equivalent. We create an Invoice custom module linked to the Account and the originating Deal. Invoice status (Paid, Overdue, Void) maps as a custom pick-list field. Amount and date are preserved as custom currency and date fields.

Vortex FSM custom fields for assets, work orders, or sites (e.g., service tier, warranty expiration, asset condition rating) require Freshsales custom fields created in Admin Settings. Each custom property is assessed individually: pick-list values get Freshsales pick-list fields, free-text gets text fields, dates get date fields. High-cardinality numeric fields get number fields with appropriate decimal precision.

Vortex attachments on work orders (photos, PDFs, inspection reports) and asset records re-upload to Freshsales Files. File size limits per Freshsales plan apply (default 25MB per file). We maintain the original filename and attach each file to the corresponding Freshsales record (Deal, Account, or Asset custom module record).

Vortex FSM scheduling rules, auto-assignment logic, SLA timers, and route-optimization rules are platform-specific operational automation with no Freshsales CRM equivalent. These do not migrate. We provide a Vortex workflow export document as a reference for rebuilding equivalent automation in Freshsales Workflows or a third-party scheduling add-on.