Migrate from Xapsys CRM to Odoo CRM

Xapsys Company records map to Odoo res.partner records with the is_company flag set to True. The company name, registered address, phone, website, and classification fields map directly. Xapsys companies often hold a system-of-record flag for Sage or Xero data — we preserve this as a note field in Odoo because Odoo's accounting module creates its own partner records for GL purposes and the customer's admin reconciles which is canonical post-migration.

Xapsys Contact records map to Odoo res.partner with is_company set to False and a parent_id link to the Company partner record. First name, last name, email, phone, mobile, job title, and address fields migrate directly. The parent lookup is resolved by matching company name or domain during the Contact import phase.

Xapsys Opportunities map to Odoo crm.lead. Each Xapsys pipeline stage name is mapped to an Odoo crm.lead.stage record with an assigned probability percentage. The Xapsys opportunity value (expected revenue) maps to Odoo's expected_revenue field, and the close date maps to date_deadline. Company and Contact links are resolved via partner_id lookup on the res.partner records imported in the preceding phases.

Xapsys pipeline stages are user-defined strings stored on each opportunity. We capture every distinct stage name during schema discovery and create corresponding Odoo crm.lead.stage records. Each stage gets a probability percentage that we map from Xapsys if those are exposed, or we use industry-standard defaults if not. The stage sequence order is preserved from Xapsys.

This is the highest-risk migration object. Every Xapsys deployment has a different set of custom entities and custom fields, and no two instances share the same schema. We extract the live custom entity schema from the Xapsys SQL-backed instance, build an Odoo custom model (ir.model) in the destination database before any data import, create all custom field definitions (ir.model.fields) with matching types, and only then import the custom entity records. The customer must decide whether each custom entity maps to a standalone Odoo model or is folded into crm.lead as extra fields — we present both options during scoping.

Xapsys associates documents with both Companies and Opportunities. We extract the document filename, binary content, and the parent reference (company_id or opportunity_id). Post-import, we link each ir.attachment record to the migrated res.partner or crm.lead using res_model and res_id. If the destination Odoo instance has the Documents app installed, documents migrate as document.file records with folder and tag metadata preserved.

Xapsys activity logs (tasks, calls, notes, meeting references) attached to contacts and opportunities migrate to Odoo mail.activity records. Activity type, date, description, and outcome migrate as activity_type_id, date_deadline, summary, and note fields respectively. The activity is linked to the res.partner or crm.lead record via res_model and res_id resolution after partner and lead import completes.

Xapsys classification tags on records migrate to Odoo crm.tag records. We extract tag names from every tagged record during discovery, create the tag records in Odoo, and write crm.lead.tag.rel entries linking each lead to its tags. Tags that have no meaningful Odoo equivalent are flagged for the customer to review during UAT.

Xapsys exposes a self-service B2B portal for clients to re-order, check credit balance, and track orders. Portal configuration, content, and session data do not migrate programmatically. We document the existing portal settings during discovery and advise the customer on Odoo Website portal configuration or a custom portal module as the replacement. The B2B ordering workflow may require reimplementation as an Odoo eCommerce or sales app configuration.

Xapsys workflow rules — automated triggers, stage-change actions, and email sequences — are not exposed via any documented export endpoint. They are silently dropped in a flat-file migration. We catalog every active workflow during discovery, produce a written specification for each one, and deliver an Odoo Automated Actions and Studio rebuild plan. The customer or an Odoo implementation partner rebuilds the critical workflows post-migration.

Xapsys is designed to live alongside Sage 50, Sage 200, or Xero, and companies often use Xapsys as the sales layer above accounting. Integration configuration — partner sync rules, invoice push settings, credit balance checks — does not migrate. We document the existing integration flow during discovery, identify every Xapsys-ERP data flow, and the customer's Odoo admin or an Odoo accounting partner reconfigures the Odoo-native accounting connection or a third-party Sage/Xero connector for Odoo.

Xapsys Users referenced on Contacts, Companies, and Opportunities are resolved by email match against the Odoo res.users table. Any Xapsys owner without a matching Odoo user is placed in a reconciliation queue for the customer's admin to provision before the main migration begins. Inactive users are mapped to inactive Odoo users so historical assignment data is preserved.