Migrate from Workbooks to Freshsales

Workbooks Organisation records map directly to Freshsales Accounts. We extract the organisation name, all address fields (billing and shipping if populated), industry classification, phone, website, and any custom fields defined on the Organisation record type. The organisation name becomes the Account Name field; the domain extracted from the website field is stored for deduplication against existing Freshsales Accounts. If Workbooks stores multiple addresses per Organisation, the primary billing address migrates as the Account address with subsequent addresses preserved as notes.

Workbooks People map to Freshsales Contacts linked to the parent Account. The Organisation lookup on the Person record resolves to the Freshsales AccountId by name match (or domain match if website is populated on both sides). We extract salutation, first name, last name, job title, phone, mobile, email, and any custom fields defined on the Person record type. People without a linked Organisation migrate as standalone Contacts; the customer reviews these during reconciliation to assign them to the correct Account.

Workbooks Opportunities map to Freshsales Deals. Stage name, probability percentage, and expected close date migrate directly. Deal value migrates to Freshsales Amount. Owner assignment resolves by email match against the Freshsales User table; unresolved owners go to a reconciliation queue for the customer admin to provision. Pipeline stage mapping is defined during scoping and deployed as Freshsales stage configuration before migration begins.

Workbooks Cases migrate to Freshsales Case records. We extract case subject, description, status (New, Open, Pending, Resolved, Closed), priority (Low, Medium, High, Urgent), assigned user, related Organisation, and all case activities. Open cases and resolved cases both migrate; resolved case history is preserved for audit purposes. Case number is stored as a custom field if the customer requires traceability back to the original Workbooks identifier.

Quotations exist only on Workbooks Business and Business Pro tiers. If the source subscription is on CRM or CRM Pro, Quotation objects are absent and this step is skipped. For Business-tier sources, we extract quotation headers (related Organisation, owner, validity date) and line items (product name, quantity, unit price, discount). Line items migrate as custom fields on the Freshsales Deal or as attached notes if the destination plan does not include a native quoting module. We flag Configure, Price, Quote as a Freshsales Pro add-on ($19/user/mo) if the customer wants native quote management post-migration.

Invoices are available on Workbooks Business and Business Pro tiers only. We extract invoice header data, line items, payment status, and credit note associations. Invoices do not have a native Freshsales equivalent; invoice metadata migrates as a note attached to the related Account or Deal, or as custom fields if the customer prefers structured data. The customer admin reviews and reconciles invoice records post-migration with a recommended accounting tool integration (Freshbooks, Xero, or QuickBooks).

Workbooks Activities (logged calls, emails, meetings, and tasks) linked to an Organisation or Person migrate to Freshsales Activity records attached to the Contact or Account. Call duration and disposition migrate to custom Task fields. Meeting start and end times migrate to Freshsales Event records. Email subject and body migrate as Task records with activity type recorded. Each Activity is linked to the migrated Contact by email address or name match against the Freshsales Contact table.

Workbooks deployments vary significantly in which custom fields exist and what they are called per record type. We request read-only admin access during scoping and enumerate custom fields on Organisation, Person, Opportunity, Case, Quotation, and Invoice record types before writing the migration spec. Each Workbooks custom field maps to a Freshsales custom field of equivalent type: text to text, number to number, date to date, dropdown to picklist, checkbox to checkbox. iFrame fields (URL strings only) migrate as text fields. File upload fields require separate binary extraction and attachment handling.

Workbooks Lead records hold pre-conversion prospect data with lead source, status, rating, and assigned owner. These map directly to Freshsales Lead records. Lead status in Workbooks maps to Freshsales Lead Status; lead score maps to a custom numeric field if present. After migration, Freshsales Lead Conversion creates a Contact and Account from the Lead. The original Workbooks Lead status is preserved in a custom field for audit.

Workbooks Campaigns migrate to Freshsales Campaigns. Campaign name, status (Active, Paused, Completed), start and end dates, and budgeted cost migrate. Campaign memberships (which People are in which Campaign) migrate as Campaign Member records linked to the migrated Contact or Lead. Campaign response data migrates as custom fields if the customer requires historical marketing attribution.