Migrate from Xapsys CRM to Pipedrive

Xapsys Company records map directly to Pipedrive Organization. The company name, address fields, phone, website, and classification tags transfer to the corresponding Organization fields. Organization is the first object imported because Contacts and Deals reference it via a parent lookup. We use the company name as the dedupe key to prevent duplicate Organizations during import.

Xapsys Contact records map to Pipedrive Person. First name, last name, email, phone, job title, and address fields transfer directly. The Contact-to-Company linkage is preserved by importing Organizations first, resolving the Organization ID, then inserting Persons with the linked org_id. Any classification tags on the Contact migrate to Pipedrive Person custom fields or labels.

Xapsys Opportunities map to Pipedrive Deals. Each Xapsys deal carries a stage name (a free-form string), a value, an expected close date, and a linked Company. We create the corresponding Pipedrive pipeline and stage entries in Pipedrive settings before migration, map each Xapsys stage name to a Pipedrive stage UUID, and insert Deals with the resolved stage reference. Closed-won and closed-lost reasons from Xapsys become custom Deal fields in Pipedrive.

Xapsys custom entities are the defining migration complexity for this pair. Every Xapsys deployment has different custom entity objects and fields, so there is no template-based map. We extract the live schema from the customer's SQL-backed instance during discovery, identify the parent relationship (which standard object the custom entity links to), flatten the entity fields into Pipedrive custom fields on the relevant object, and resolve lookup IDs at migration time. Custom entities with their own custom fields nested inside are flattened recursively. We flag any custom entity that has no Pipedrive equivalent as a candidate for a separate custom object implementation post-migration.

Xapsys pipeline stages are free-form strings with no enforced set, meaning two Xapsys deployments can use identical stage labels for different pipeline contexts. We extract every distinct stage value from the customer's Opportunities during discovery, map each to a Pipedrive Stage entry within the correct Pipeline, and assign probability percentages from the Xapsys configuration where available. If Xapsys stages have no probability data, we use Pipedrive defaults and adjust post-import based on historical win rates.

Xapsys associates documents with both Companies and Opportunities. Documents do not have a direct Pipedrive equivalent as standalone objects; they become Pipedrive Files attached via the Files API to the parent Organization or Deal record. We preserve the parent linkage by storing the Xapsys document reference during extraction and recreating the attachment post-import. If a document has no valid parent in the destination (deleted Company, for example), we flag it for manual review.

Activity history attached to Contacts and Opportunities in Xapsys may be stored as related log records. Where bulk export is available, we map date, type, and description fields to Pipedrive Activity objects (calls, tasks, meetings). If the Xapsys export is partial due to API limitations, we import what is available and document the gap in the reconciliation report. Pipedrive's Activity API accepts strict v2 boolean values, so any Xapsys boolean exports must be converted to true/false during the transform phase.

Xapsys classification tags on records are extracted as named values and mapped to Pipedrive Labels (a native tagging system on Organizations and Persons). Where a tag represents a categorical field rather than a free tag, we map it to a single-select or multi-select custom field in Pipedrive. The customer chooses the tag strategy during scoping based on how the tags are used in reporting.

Xapsys Owners referenced on records are matched to Pipedrive Users by email address. Any Xapsys Owner without a matching Pipedrive User is placed in a reconciliation queue; the customer's admin provisions the User in Pipedrive before the Owner migration phase completes. Inactive Xapsys owners migrate with their records but are assigned to a designated admin User in Pipedrive pending the admin's decision on inactive user handling.

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. During discovery, we document every active Xapsys workflow with its trigger conditions, actions, and the records it affects. This workflow inventory is delivered as a written spec that the customer's admin uses to rebuild each workflow in Pipedrive's automation builder. Workflows are migrated as documentation, not data.