Migrate from Xapsys CRM to Freshsales

Xapsys Company records map to Freshsales Account. Company name, registered address, classification tags, and any custom fields on the Company entity migrate to the corresponding Freshsales Account standard and custom fields. We import Accounts first so that the parent reference is satisfied before any Contact or Deal import. If Xapsys Companies store Sage or Xero IDs, we carry those in a custom field for reconciliation reference.

Xapsys Contact records map to Freshsales Contact. Each Contact's parent Company reference is resolved at migration time by matching Company name or a unique identifier to the Account created in the previous phase. Contact name, email, phone, job title, address, classification tags, and any custom fields on the Contact entity map to Freshsales Contact standard and custom fields. Duplicate detection uses email as the dedupe key.

Xapsys Opportunity records map to Freshsales Deal. Each Opportunity's linked Company resolves to a Freshsales Account, and the linked Contact resolves to a Freshsales Contact. Deal name, value, expected close date, and any custom fields migrate directly. Stage names from Xapsys must be mapped to Freshsales stage values; see the Pipeline Stages mapping entry.

Xapsys pipeline stages are user-defined strings, not an enumerated set. We capture the complete stage list from the source instance during schema discovery, produce a stage map that maps each Xapsys stage to a Freshsales stage value, and validate the map against a sample of Opportunity records before running the full import. Stages that have no Freshsales equivalent are flagged for the customer to create in Freshsales Admin > Deal Configuration before migration.

This is the defining complexity of every Xapsys-to-Freshsales migration. Xapsys custom entities have no Freshsales equivalent as standalone objects. We extract the custom entity schema during discovery, identify which standard Freshsales object each custom entity is semantically closest to, and map the custom entity fields to Freshsales custom fields on the matching standard object. We create the destination custom fields in Freshsales Admin before migration begins. Custom entities with no semantically equivalent standard object are documented as a separate output for the customer to address via Freshsales Suite or a custom application.

Xapsys associates Documents with both Companies and Opportunities. We preserve the parent reference during export and re-create the association post-import in Freshsales by attaching the document as a Note or file to the corresponding Account or Deal record. Binary document files (PDFs, Office documents, images) are stored in Freshsales's file storage and linked via the UI or API. Document metadata (filename, upload date, uploader) migrates as fields on the Note.

Xapsys activity history attached to Contacts and Opportunities may be stored as a related log or task object. Where bulk export is available, we map date, type, description, and owner fields to Freshsales Task records linked to the corresponding Contact or Deal. If the Xapsys export produces partial activity records, we flag the gap in the reconciliation report and advise the customer on manual or selective follow-up import.

Xapsys classification tags on records migrate to Freshsales Tags. We extract tag names and values, map them to Freshsales tag entries on the corresponding record (Account, Contact, or Deal), and flag any tags that have no direct equivalent in Freshsales's tagging model. Tag strategy is confirmed with the customer during scoping.