Migrate from WorkBuddy to Zoho CRM

WorkBuddy Client records map 1:1 to Zoho Contacts. Each Client's primary company links to a Zoho Account via Account Name lookup. Email, phone, address, and contact type properties map directly. Clients without email addresses receive a placeholder email for import compatibility.

If WorkBuddy tracks prospects separately from confirmed clients (some setups use Client for both), we split on a job_quote_status field: records with 'Quoted only, not booked' route to Zoho Lead; records with at least one booked job route to Zoho Contact.

WorkBuddy Company records (property managers, head contractors) map to Zoho Accounts. Company address, ABN/ACN, industry classification, and parent-company hierarchy map to Zoho Account fields. Multi-company WorkBuddy setups where one subscription manages multiple business entities become separate Zoho Accounts with distinct ownership and billing configurations.

WorkBuddy Jobs are the core of the migration. Each Job maps to a Zoho Deal with the client contact linked via Contact Name lookup and the property/company linked via Account Name lookup. Job name becomes Deal name. Job total value maps to Deal Amount.

WorkBuddy statuses (Quoted, Scheduled, In Progress, On Hold, Completed, Invoiced) map to Zoho Deal Stage pick-list values. We create the stage values in Zoho before migration and apply probability weights per stage. Stage-transition timestamps from WorkBuddy migrate as custom datetime fields.

WorkBuddy job line items including materials, labor rates, and subcontractor costs map to Zoho Deal subform records. Each line item contains description, quantity, unit price, and total amount. We preserve the original line-item sequence as a sort index field in the subform to maintain billing order and invoicing accuracy.

WorkBuddy Asset Management records (equipment, serial numbers, maintenance schedules, linked locations) require a custom Assets module in Zoho CRM. Asset records link to Zoho Accounts (property/location) and Contacts (client contact). Maintenance history migrates as subform records within the Asset module.

WorkBuddy Subcontractor records map to Zoho Contacts with a 'Subcontractor' contact type designation. License numbers, insurance policy, insurance expiry, and trade certifications migrate as custom fields on the Contact record. Subcontractor-to-job assignments link via a custom junction module to preserve the many-to-many relationship between subcontractors and jobs.

WorkBuddy safety and compliance records (permits, certifications, site safety checklists) migrate as a custom Compliance module in Zoho. Each record links to the related Job and Account. Expiry dates and reminder flags require custom date fields since Zoho CRM has no native compliance tracking.

WorkBuddy job photos, signed forms, and attached documents re-upload to Zoho CRM as file attachments on the corresponding Deal record. File size limits apply (Zoho allows up to 2GB per file for some integrations). We preserve the original filename and upload timestamp.

WorkBuddy technician and staff records map to Zoho Users by email address match. If a WorkBuddy technician has no matching Zoho user email, their assigned jobs route to a designated fallback owner (configurable). We surface unmatched technicians before migration for team invites.

WorkBuddy timesheet data (hours logged per job per technician) migrates as a custom Work Hours module linked to Deals and Users. Since Zoho CRM doesn't have native timesheet tracking, we create a lightweight module with date, hours, and description fields.