Migrate from Wetroo to Pipedrive

Discovery and migration scope definition

We audit Wetroo's API endpoints, confirming export scope for Contacts, Leads, Deals, Pipeline Stages, custom fields, owner records, and team assignments. We verify which Wetroo plan the customer is on to confirm available feature access, and we identify any custom fields not visible in the UI but present in the API response. We also document the customer's current Wetroo pipelines and stage names so we can map them during the transform phase. This output is a written migration scope document that the customer reviews and approves before extraction begins.

API extraction with dynamic backoff

We extract all migratable objects from Wetroo via API using paginated requests and field-level selects. Because Wetroo does not publish rate limits, we run extraction during off-peak hours and monitor for HTTP 429 responses, applying exponential backoff dynamically when throttling occurs. We extract Contacts, Leads, Deals, Pipeline Stages, custom field values, owner records, and team membership data as separate relational datasets. We do not extract WhatsApp conversation history as it is not accessible via the Wetroo API. We flag any records with missing required fields (particularly contacts without email addresses) in the extraction report for customer resolution.

Data quality and deduplication

We run deduplication on extracted Contacts (primary key: email) and Leads before import into Pipedrive. Duplicate records in Wetroo become duplicate records in Pipedrive with broken associations if not cleaned before migration. We also standardize phone number formats to E.164, validate email addresses, and flag deals with no owner for customer resolution before insert. The customer approves the cleaned dataset before Pipedrive schema creation begins.

Pipedrive schema setup

We configure Pipedrive before any data inserts: creating Pipedrive Pipelines to match Wetroo's stage structure, defining stage names and probability values per the customer's confirmed mapping, recreating Wetroo custom fields with matching field types, and provisioning Pipedrive Users for each Wetroo owner by email. Pipedrive's custom field types must match the source data type exactly; we resolve any type mismatches during the transform step. Schema setup runs in a Pipedrive sandbox or trial org first for validation.

Sandbox migration and reconciliation

We run a full migration into a Pipedrive sandbox using production data volumes to validate record counts, field mappings, and stage assignments. The customer's sales operations lead spot-checks 25-50 randomly selected records against the Wetroo source, verifies that Deals are assigned to the correct owners, and confirms that pipeline stages match expectations. Any mapping corrections are applied before production migration begins. This step prevents irreversible data issues in production.

Production migration in dependency order

We run production migration in record-dependency order: Pipedrive Users (validated from owner records), Persons (from Contacts, with email deduplication), Leads (from Wetroo Leads), Deals (with owner_id and pipeline resolved), custom field values (populated after parent records exist), and team membership records (as custom fields on Person). Each phase emits a row-count reconciliation report before the next phase begins. We use Pipedrive's bulk API with chunking and backoff to avoid rate limit pressure during insert.

Cutover, validation, and automation handoff

We freeze Wetroo writes during cutover, run a final delta migration of any records modified during the migration window, then mark Pipedrive as the system of record. We deliver the automation playbook inventory document to the customer's admin team, documenting every Wetroo automation sequence with its trigger conditions and recommended Pipedrive Workflow equivalent. We support a one-week hypercare window for reconciliation issues. We do not rebuild Wetroo automations in Pipedrive Workflows as part of the migration scope; that work is handled by the customer's admin or a Pipedrive partner.