Migrate from Xapsys CRM to Salesforce Sales Cloud

Xapsys Company records map directly to Salesforce Account. The company name becomes Account Name; registered address maps to BillingAddress fields; industry classification maps to Industry picklist. Account is imported first in the dependency chain because Contacts and Opportunities reference it via AccountId lookup. We use company name as the dedupe key during import to prevent duplicate Account creation.

Xapsys Contact records map to Salesforce Contact with AccountId resolved to the imported Account. We preserve the Company-Contact parent linkage by importing Accounts first, building a name-to-AccountId lookup table, then inserting Contacts with the resolved AccountId. Email, phone, job title, and any classification tags migrate to typed Salesforce fields.

Xapsys Opportunities map to Salesforce Opportunity. StageName maps from the Xapsys pipeline stage string; we configure the destination Sales Process with matching stage values before migration. CloseDate, Amount, and Description migrate directly. OwnerId resolves via email match to the destination Salesforce User. AccountId resolves via the Account lookup table built during the Account import phase.

Xapsys pipeline stages are user-defined string values. Each Xapsys pipeline maps to a Salesforce Record Type with a corresponding Sales Process that whitelists the relevant stage values. We capture the customer's stage-to-stage map during discovery, configure StageProbability percentages in Salesforce to match Xapsys values, and validate that Closed-Won and Closed-Loss stages land in the correct Salesforce stage category.

Xapsys custom entities have no fixed schema — every deployment has different objects and fields. We extract the live custom entity schema from your Xapsys instance during discovery, build a field-level map for each custom entity, pre-create the destination Salesforce custom object with matching field types and lookup relationships, then import records. If a custom entity has a lookup to a standard object (Company, Contact, Opportunity), we resolve the parent reference after importing the standard object first.

Xapsys documents are linked to both Companies and Opportunities. We extract document binary content and metadata, upload via ContentVersion to Salesforce's Salesforce Files infrastructure, and recreate the parent linkage via ContentDocumentLink records pointing at the imported Account or Opportunity. Document titles become ContentDocument Title; original filenames are preserved.

Xapsys activity history attached to Contacts and Opportunities migrates to Salesforce Task (for tasks and calls), Event (for meetings), and Note (for note records). We resolve WhoId (Contact or Lead) and WhatId (Opportunity or Account) at migration time. Activity timestamps are preserved in ActivityDate. Call duration and disposition migrate to custom Task fields if available in the Xapsys export.

Xapsys classification tags on records map to Salesforce custom picklist or multi-select picklist fields on the relevant object. We extract tag names and values during discovery, create the equivalent Salesforce field type, and map tag values during import. Tags with no direct Salesforce equivalent are flagged for the customer's admin to decide on a post-migration tagging strategy.

Xapsys exposes a self-service B2B portal for clients to re-order, check credit balance, and track orders. Portal configuration and content do not migrate directly via data export. We scope portal settings separately and advise the customer to configure Salesforce Experience Cloud (Community Cloud) or a B2B Commerce Cloud portal as the replacement, using the migrated Account and Contact records as the underlying data foundation.

Xapsys workflow rules, automated triggers, stage-change actions, and email sequences are not exposed via any documented export endpoint. We catalog every active workflow during discovery with its trigger, conditions, and actions, and deliver a written specification for each one recommending an equivalent Salesforce Flow configuration. The customer's Salesforce admin or a certified partner rebuilds the revenue-critical workflows post-migration.

Xapsys Owner records (sales reps assigned to records) map to Salesforce User by email match. We extract all distinct owners referenced on Companies, Contacts, Opportunities, and custom entity records and match by email against the destination Salesforce org. Owners without a matching Salesforce User are held in a reconciliation queue for the customer's admin to provision before record import proceeds.

Xapsys is designed to live alongside Sage or Xero, with Companies and Contacts often created or updated in the ERP first and synced to Xapsys. During migration planning, we identify which system held the authoritative record for each object. Records originating in the ERP are flagged with an integration_source__c custom field set to 'ERP' to help the customer decide which system becomes the system of record post-migration and avoid duplicate Account or Contact creation.