Many migration practices start on a general CRM such as Zoho and outgrow it: contacts and deals don't map neatly to visa applications with stages, recorded deadlines, expiries, document checklists and fees. This guide shows how to move your Zoho records into AgentDS step by step, keeping your history and links between records.
Before you start
- List the modules you use. Most practices use contacts, leads, deals (often used for matters), tasks, notes and sometimes invoices. Only export what you need.
- Keep Zoho running until the imported records have been checked, and cancel later.
- Choose a quiet week and one person to own the move.
Step 1: Export from Zoho
Use Zoho's own export to download each module you use as a CSV or Excel file, keeping the record ID column on each file. Zoho's help pages describe the current steps for your edition. Save the files together, and zip them if you want to upload them in one go.
Step 2: Keep an untouched copy
Copy the exported files and don't open the copy again. It is your record of what Zoho held on the day you exported, and your fallback if a test goes wrong.
Step 3: Import a small test batch
Start your free trial and import 20 to 50 contacts with their deals, tasks and notes first. It shows how your fields map before you move everything.
Step 4: Match your fields
AgentDS reads CSV, Excel, TSV, JSON and supported ZIP exports. For each file you choose what it holds (clients, leads, applications, tasks, appointments, documents, invoices, payments or notes), match each column to an AgentDS field, and preview every row before anything is saved. Each row is marked Ready, Already present or Needs attention, with the reason, so you can fix the source and upload again.
AgentDS recognises common Zoho headings, such as record ID, contact ID, deal name, stage, closing date, contact owner and lead source, and suggests the match. Import contacts as clients, leads as leads, and deals you use for matters as applications with their visa subclass where you recorded it. Match the contact owner's email to your staff so each record keeps its responsible person.
Step 5: Check duplicates and links
The same person can appear in Zoho as both a lead and a contact. AgentDS checks each incoming record against your workspace and marks likely duplicates as already present. Deals, tasks and notes link to their client by contact ID or email, so check that every linked row found its client.
Step 6: Compare with the original
Compare the test batch with your untouched copy: contact numbers, a few matters with their stages and dates, and any invoice totals. When it matches, import the rest.
Step 7: Switch over, then cancel
Choose the date AgentDS becomes the working system. Record new work only in AgentDS from that day, keep Zoho for reference until you are sure nothing is missing, then cancel your Zoho subscription.
After the move
Set up visa application tracking stages for the matters you handle and record visa expiries so reminder emails start. If some of your records are in spreadsheets as well, our guide to moving from a spreadsheet covers those. Questions about choosing a CRM are answered in our FAQ.
Frequently asked questions
Can AgentDS import Zoho exports?
Yes. Upload the CSV or Excel files, or a ZIP of them, match your fields and check duplicates before anything is saved.
How do Zoho deals come across?
Import deals you use for matters as applications, linked to their client, with the stage and closing date mapped to AgentDS fields.
What about contacts from my email address book?
Export them to CSV first, then complete the required client details during the import.
Do I need to move everything at once?
Start with a test batch, then import the rest when it matches. Keep Zoho for reference until you have checked the move.