Migrate from Xapsys CRM to Twenty CRM

Xapsys Company records map directly to Twenty Company. We extract company name, address fields, and any classification or industry tags directly. Company is created first in the migration sequence so that Contact records can resolve their primary company reference during import. The Xapsys Companies table may include records synced from Sage or Xero; we preserve the ERP reference in a custom field erp_source__c for the customer's admin to use in building a custom integration post-migration.

Xapsys Contact records map to Twenty People. The primary company reference resolves to the imported Company via a foreign-key lookup that we perform before inserting People records. Email, phone, job title, and address fields migrate directly. Any classification tags on the Contact (such as customer type or segment flags) map to Twenty's tag system, with unmapped tags flagged for the customer's admin to assign manually in Settings.

Xapsys Opportunities map to Twenty Opportunity. Custom pipeline stages in Xapsys are user-defined strings stored as picklist values in the source database; we capture the full set of unique stage names during discovery, then pre-create the corresponding stage values in Twenty's pipeline configuration before import begins. Opportunity amount, close date, and probability migrate directly. Any custom fields on the Opportunity object are extracted during the schema discovery phase and pre-created as custom fields in Twenty before the Opportunity import batch runs.

Xapsys custom entities have no fixed schema — every deployment is different. We extract the live custom entity definition from the Xapsys SQL-backed instance during discovery, enumerate every custom object name and its fields with data types, then create matching custom objects in Twenty's Settings Data Model before any data import begins. This is the highest-risk phase of the migration: if Twenty's field type (text, number, date, select, multi-select, relation) does not match the Xapsys source, data truncation or import rejection occurs. We resolve field types with a type-mapping matrix and validate against a sample export before running the full load.

Xapsys associates documents with both Companies and Opportunities via a dual parent-reference structure. We extract the document record, its filename, and its parent reference (company_id or opportunity_id) during the same export pass. In Twenty, we either attach the document to the migrated Company or Opportunity record via the native attachment model, or store the document reference in a custom URL field if the document itself is too large for direct attachment. The parent linkage is reconstructed post-import by matching the source record ID to the migrated record ID.

Xapsys stores task and activity history as related log entries attached to Contacts and Opportunities. Where bulk export is available, we map date, type, and description fields. If the export is partial or requires multiple API calls, we use batched retrieval with exponential backoff. Activities migrate as Twenty Task records with the type preserved in a custom field and the original timestamp set on the ActivityDate field to maintain the timeline ordering that sales teams rely on.

Pipeline stages in Xapsys are user-defined string values, not an enumerated set. A standard CRM-to-CRM migration must map each source stage name to its Twenty pipeline stage equivalent. We produce a stage map during discovery, pre-create the stage names in Twenty's pipeline configuration (ensuring each stage has an appropriate probability value), and validate the map against a sample import of 50 Opportunities before running the full Opportunity batch. Closed-Lost and Closed-Won stages are matched to Twenty's standard Closed Won and Closed Lost values.

Xapsys allows classification tags on Company, Contact, and Opportunity records. We extract tag names and values from the source system and map them to Twenty's tag system. Any tags that have no direct equivalent in Twenty are flagged during discovery and listed in a supplemental tagging map document for the customer's admin to assign or rename post-migration. Multi-value tags on a single record migrate as multiple tag entries in Twenty, preserving the original tagging behavior.

Xapsys exposes a self-service portal for B2B clients (re-orders, credit balance, order tracking). Portal configuration and content do not migrate directly across platforms because Twenty does not include a native B2B customer portal. We scope portal settings separately during discovery, document the existing portal configuration, and advise the customer to evaluate Twenty's Experience Cloud integration or a custom portal built on Twenty's GraphQL API as the replacement path.

Xapsys workflow rules — automated triggers, stage-change actions, and email sequences — are not exposed via any documented export endpoint. They are silently dropped in any flat-file migration. We catalog every active workflow during discovery, produce a written specification for each one (trigger, conditions, actions, and recommended Twenty equivalent), and deliver this document at migration close. The customer's admin rebuilds revenue-critical workflows in Twenty's workflow builder post-migration. This is explicitly documented in Twenty's own migration guide as a manual step.