Migrate from Xapsys CRM to Nutshell

Xapsys Company records map directly to Nutshell Account. Company name, address fields, phone, website, and any classification tags transfer directly. Nutshell Account is created before Contact import so that the parent-account linkage is satisfied at the moment of Contact insert. If the customer used Xapsys Sage or Xero integration, the company records may exist in both Xapsys and the ERP; we clarify which system is the system of record during scoping to avoid duplication.

Xapsys Contact records map to Nutshell Person. We preserve the parent-company linkage by resolving the Account reference after Account import. Name, email, phone, title, and address fields map directly. Custom contact properties from Xapsys map to Nutshell custom fields where plan limits allow; properties exceeding the plan's custom field cap are stored in a structured note format on the Person record and flagged for admin review.

Xapsys Opportunity records map to Nutshell Lead. The mapping is not straightforward: Nutshell uses Lead for both pre-qualified prospects and in-progress deals, whereas Xapsys separates opportunities from contacts. We import Xapsys Opportunities as Nutshell Leads with the original opportunity name stored in a custom field, the deal value as the Nutshell monetary value, and the expected close date preserved. Stage names from Xapsys custom pipelines map to Nutshell status values defined during configuration.

Xapsys pipeline stages are user-defined strings unique to each deployment. We capture the complete stage list during discovery, map each stage to a corresponding Nutshell Lead status value, and configure Nutshell accordingly before import. Probability percentages from Xapsys migrate as custom fields on the Lead record since Nutshell's standard Lead object does not expose stage probability.

Xapsys custom entities are the defining migration complexity. We extract the live custom entity schema from the customer's SQL-backed cloud instance during discovery, build a per-field map against Nutshell's object model, and validate it against a sample export before the full import. Custom entity data that maps to standard Nutshell fields transfers directly. Custom entity data exceeding Nutshell's plan-tier custom field limit (Starter 5, Professional 25, Power 50, Enterprise 100) is stored in a structured note format on the parent record with a reference to the original field name and value.

Xapsys associates documents with both Companies and Opportunities. We preserve the association by storing the parent reference (account_id or opportunity_reference) during extraction and recreating the link post-import by attaching the file to the corresponding Nutshell Account or Lead. Documents that reference both a Company and an Opportunity are attached to both records with a note indicating the dual linkage.

Xapsys activity history (calls, emails, meetings, tasks) attached to contacts and opportunities may be stored as a related log with date, type, and description fields. Where bulk export is available, we map date, type, and description to Nutshell Activity records linked to the corresponding Person or Lead. If the export is partial or unavailable via the Xapsys API, we flag the limitation during discovery and recommend manual data entry for high-value activity records or an activity capture process post-go-live.

Xapsys workflow rules — automated triggers, stage-change actions, and email sequences — are not exposed via any documented export endpoint. We do not migrate workflows as code. We catalog every active workflow during discovery, document its trigger, conditions, and actions in a written spec, and recommend a Nutshell Automation equivalent for the customer's admin to rebuild post-migration. Revenue-critical workflows are flagged for priority rebuild.

Xapsys classification tags on records extract as tag names and values. We map them to Nutshell's tagging system, flagging any tags that have no direct equivalent in Nutshell's model for admin review. Tag counts are preserved on the import record as a custom field if the count exceeds what Nutshell's native tagging supports.