Migrate from Xapsys CRM to Zoho CRM

Xapsys Company records map directly to Zoho CRM Accounts. We preserve company name, registered address, classification tags, and any custom fields your instance carries. Xapsys does not enforce a dedicated Account object versus Company object split, so we treat the source Company as the Zoho Account. The Company-to-Account name becomes the dedupe key during import. We import Accounts first so that the Account-Contact parent linkage is satisfied at Contact insert time.

Xapsys Contacts map directly to Zoho CRM Contacts. We preserve first name, last name, email, phone, job title, and any custom contact fields your instance uses. The parent Company linkage migrates by resolving the Xapsys company reference to the Zoho Account ID at migration time. Contact import follows Account import in dependency order to satisfy the lookup relationship.

Xapsys Opportunities map to Zoho CRM Deals. Each Xapsys pipeline becomes a Zoho Deal Pipeline (or we consolidate pipelines if your instance uses multiple). The Xapsys deal stage names migrate as picklist values in the Stage field of the destination Deal module. We capture the complete stage map during discovery and validate it against Zoho's Stage picklist before import.

Xapsys custom entities are the defining migration variable: every Xapsys deployment has a different set of custom objects and fields. We extract the live schema from your Xapsys instance during discovery, map each custom entity to a Zoho CRM Custom Module with matching field types, and validate field count against Zoho's 300-field-per-module limit. Any fields exceeding the limit require decomposition into a related custom module with lookup relationships, which we flag during scoping.

Xapsys pipeline stages are user-defined strings stored on each Opportunity rather than an enumerated set. We capture every distinct stage value from your Xapsys instance, map each one to a Zoho Stage picklist value in the appropriate Deal layout, and preserve stage order. Stage probability percentages from Xapsys migrate to the corresponding Zoho stage probability field.

Xapsys associates documents with both Companies and Opportunities. We extract documents from the Xapsys instance, store the parent record reference (company or opportunity), and reattach them to the corresponding Zoho Account or Deal post-import. Zoho stores attachments at the record level via its file handling, which we map to each parent after the primary record migration completes.

Xapsys activity history attached to contacts and opportunities migrates to Zoho CRM Activities and Tasks where bulk export is available. We map date, type, description, and owner reference fields. If the Xapsys export is partial, we migrate what is available and flag the gap in the reconciliation report. Activity timestamps are preserved as the original Xapsys date.

Xapsys allows classification tags on records. We extract tag names and values, then map them to Zoho CRM's Tag system. Where a direct tag equivalent does not exist in Zoho, we create a multi-select picklist custom field to carry the classification. The customer's admin confirms the tag strategy during scoping.

Xapsys Owners map to Zoho CRM Users. We resolve owners by email match against the destination Zoho org's User table. Any Xapsys Owner without a matching Zoho User goes to a reconciliation queue for the customer to provision before record import resumes. Inactive Xapsys owners migrate as inactive Zoho users to preserve the owner attribution on historical records.

Xapsys exposes a self-service portal for B2B clients (re-orders, credit balance, order tracking). Portal configuration and content do not export. We scope portal settings during discovery, produce a written description of the current portal configuration, and advise on Zoho's customer portal alternatives (Zoho Sites, Zoho Commerce, or a custom-built portal) as a separate implementation item.