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How to Build a Great Zoho Sales Dashboard in Zoho CRM

Zoho CRM is a user-friendly and robust customer relationship management software suitable for businesses of any scale. It helps companies effectively manage customer interactions, automate sales processes, and monitor performance. With the help of Zoho dashboards, businesses can quickly get insights into their sales pipeline, identify bottlenecks, and make data-driven decisions to improve their sales performance. 

But one of the best features of Zoho CRM is its ability to create powerful, visually appealing sales dashboards. A well-designed dashboard can help you get an accurate picture of your business’s performance at a glance. With the right data, your dashboards can identify key trends, highlight opportunities, and help you make informed decisions.

Sales Performance Monitoring With Zoho CRM: Key Metrics to Track

Zoho CRM simplifies sales, marketing, and customer service by utilizing a unified data source for all activities. This approach enables businesses to easily track essential metrics such as sales volume, order fulfillment rate, and revenue per customer. With the help of Zoho dashboards, businesses can efficiently monitor the performance of individual employees or teams by comparing their metrics against those of others within the organization. This valuable information empowers businesses to make data-driven decisions and optimize their sales process for better results.

Zoho Analytics, on the other hand, can use multiple data sources from across the organization to provide an even more comprehensive view of your sales performance. For example, you can track customer lifetime value (CLV) and customer acquisition cost (CAC), as well as average order size, frequency of purchase, and other metrics. Users can also embed these into the Zoho CRM homepage to quickly overview their business performance in real-time.

Zoho CRM provides a variety of views tailored to meet the needs of individual sales reps, managers, and executives. These views offer insights into essential key performance indicators (KPIs) that businesses should monitor. With the help of Zoho dashboards, businesses can effortlessly keep track of these KPIs, optimize their sales process, and maximize their revenue. Let’s explore the specific KPIs you should monitor for each role within your organization.

Individual Sales Reps

Individual sales reps who are responsible for identifying prospects, closing deals, and driving growth should be monitored on their:

  • Number of Leads: The number of leads created or assigned in a given time frame.
  • Number of Meetings: The total number of meetings booked with new prospects.
  • Number of Meetings Completed: The number of scheduled meetings that successfully occurred.
  • Show Rate: The number of meetings that were attended vs. the number of meetings that were scheduled.
  • Opportunities Created: The number of opportunities created in a given time frame.
  • Lead Conversion Rate: The percentage of total leads that have been converted into customers.
  • Total Pipeline Value: The total dollar value of all opportunities in the sales pipeline.
  • Total Pipeline Growth: The change in the pipeline value over time.
  • Total Deals Closed: The number of deals closed in a given time frame.
  • Dollar Amount Closed: The total dollar amount of all deals closed in a given time frame.
  • Win Rate: The percentage of total deals that are closed successfully.
  • Lead-to-Win Rate: The number of leads it takes to close a deal.
  • Leads/Opportunities/Accounts With Activity: The number of leads that have had activity (calls, emails, meetings) in a given time frame.
  • Activity Levels: The average number of activities performed by each sales rep (on an individual activity basis) in a given time frame.

Sales Managers

Sales managers, who oversee the sales team and ensure that each rep is achieving their goals, should be held accountable for the sales metrics of the team:

  • Rep Metrics: Sales rep performance data such as lead conversion rate, win rate, and dollar amount closed.
  • Team Metrics: Team-level performance data such as total pipeline value, average deal size, and overall close rate.
  • Cohort Analysis: The ability to compare sales performance among different groups of reps (e.g., by location or product
  • Metrics by Geography/Territory: The total number of deals, pipeline value, and revenue based on geographic region.
  • Metrics by Product: The total number of deals, pipeline value, and revenue based on the product or service being sold.
  • Metrics by Lead Source: The total number of deals, pipeline value, and revenue based on the lead source.
  • Revenue by Person: The total dollar amount closed by each sales rep in a given time frame.
  • Forecasted Revenue: The estimated revenue to be earned in the next quarter or year, based on pipeline value and rep metrics.

Executive Leadership

Executives can use Zoho dashboards to ensure the company is on track to reach its goals, and that all departments are working together efficiently.

  • Lead-to-Win Rate: The rate at which leads are converted into customers shows executives how efficient the sales process is.
  • Pipeline Value: The total dollar value of all opportunities in the sales pipeline helps executives track progress toward their goals.
  • Net New Customers: The number of new customers acquired in a given time frame.
  • Revenue Trends: Year-over-year revenue trends show executives if the company is on track to meet its goals.
  • Customer Lifetime Value (CLV): The total value of all transactions with existing customers helps executives understand customer loyalty and profitability.
  • Customer Acquisition Cost (CAC): The cost of acquiring each new customer is a critical metric that shows executives how efficient their sales process is.
  • Churn Rate: The rate at which customers are lost can indicate customer satisfaction and potential areas of improvement.
  • Sales Efficiency: The overall efficiency of the sales team demonstrates how much time and effort is being spent on each sale.

How to Build an Effective Sales Dashboard in Zoho CRM

Whatever metrics you intend to track, here are a few of our top suggestions for monitoring them within your Zoho CRM sales dashboard.

  1. Choose two critical metrics for each role in your organization. Assign each person a leading KPI and a trailing KPI based on importance. Avoid using more than two metrics unless your program is already sufficiently sophisticated—people can’t focus on everything, and using too many metrics can lead to information overload.
  2. Make sure your system is built to gather the data needed for the KPIs easily. This can be done by setting up automation, automating your reporting, or defining custom fields. 
  3. Create a weekly version of each KPI, grouped by person, and also for the entire company/department. This will help you get a better understanding of each person’s performance and let you easily compare it with the team as a whole.
  4. Make sure to verify the data and the report’s accuracy, especially if you plan to tie them to performance reports or incentives. 
  5. Add a trend (and perhaps a forecast), if you have enough data to do so.
  6. Hold a weekly-to-daily meeting to review the KPIs. Hold people responsible for their performance by having a discussion and tracking progress over time.
  7. Set quotas and targets for each KPI. Target is generally 20% above quota, and quota is the desired outcome for each metric.
  8. Create a contest or incentives around your target(s) to motivate your team.

Finally, try not to change the KPIs too much, or too quickly, unless everyone agrees that doing so is appropriate. Determining the “right” KPIs and optimal quota for your organization might take some time, but it’s still best to be as consistent as possible.

Need help creating your ideal Zoho sales dashboard? ZBrains’ expert team is standing by for any sales tracking or measurement questions you may have. Reach out today for more information.


Zoho Desk Help: How to Automate and Customize Support Tickets for Best Customer Satisfaction

Zoho Desk helps you streamline customer service operations, increasing productivity and providing exceptional customer service.

What is Zoho Desk?

Zoho Desk is a cloud-based customer service and help desk automation solution designed to streamline the way businesses handle their customer support operations and provide a top-notch customer experience.

By integrating your help desk into your Zoho CRM using Zoho Desk, you’ll enjoy:

  • An abundant feature set
  • A strong out-of-the-box integration with Zoho CRM
  • The ability to create and view tickets within Zoho CRM (without needing to leave it)
  • Cost savings over purchasing a standalone help desk software

However, you’ll want to explore Zoho’s customization and automation features to get the most out of your Zoho Desk integration. Here, we’ll look at some of the best practices and features ZBrains has identified to help you set up your support ticket system within Zoho Desk. By leveraging these helpful tips and features, businesses can optimize their customer support operations and enhance the customer experience.

Customizing Tickets in Zoho Desk

Zoho Desk makes it easy for users to create and manage their tickets, customize them with custom fields to capture the right data needed for each situation, and initiate automation workflows that allow end users to track ticket progress better.

Using the custom fields, users can also track and report on the tickets handled within Zoho Desk, enabling them to generate insights into customer service trends and make data-driven decisions on improving the overall customer support experience. 

Zoho Desk comes with plenty of user-friendly features, such as Blueprints, though most users will want to customize their help desks according to their own unique systems and processes. 

What are Blueprints in Zoho?

Blueprints in Zoho are pre-built applications that enable users to easily take advantage of a wide variety of preconfigured business processes. With drag-and-drop design patterns, users don’t need technical or coding knowledge to create efficient, customized workflows that suit their needs.

Configuring Blueprints is a powerful way to automate ticketing operations, as they allow users to assign priority levels and approval mechanisms based on the type of issue being handled. But in terms of customizability and scope, Blueprints have their limitations.

Due to the pre-built nature of Blueprints, many of the underlying components that make up each application are hard-coded and can’t be changed without replacing them entirely. This means that while you can customize many elements, reaching a level suitable for maximum efficiency might not always be possible with a blueprint-based solution.

For the same reason, some of the features that Zoho’s standard applications offer might not be available on a Blueprint. For maximum impact, custom-built operations are best—and the good news is that they’re easy to set up.

Implementing and Automating Ticket Statuses

Ticket statuses are paramount to the operations of a help desk, but we’ve found that the stock statuses in Zoho aren’t sufficient for most users’ needs. Instead, we prefer using the following statuses:

  1. New (default status): This is the starting point of an open ticket. Any time a new ticket comes in, it defaults to this.
  2. In Progress: This is probably the most important status, as it indicates that a ticket has been assigned to an agent and is currently being worked on.
  3. Scheduled: If you need to schedule a ticket for a later date, this is the status that should be used to indicate that the ticket has been scheduled and will be worked on at a specific time.
  4. Awaiting Approval: This is a great way to keep track of tickets that need approval from team members or supervisors before they can be closed.
  5. Awaiting Client: This is used when a ticket requires further input from the client before it can be closed. After a week without a client response, automatic approval will occur.
  6. Awaiting Employee: This status is similar to the “Awaiting Client” status but is used when a ticket requires further input from an employee. Clients don’t see employee communications, so employees can use this status to comment internally and reply externally.
  7. Awaiting Vendor: This is used when a ticket requires input from Zoho, and it can be set to send automated reminders every couple of days.
  8. Completed: This closed status allows the customer to reopen a ticket if they are not satisfied with the outcome.
  9. Closed: This is the final status; unlike “Completed,” this one can’t be reopened.
  10. Closed/Deal Created: This status is used when a ticket results in an upsell, cross-sell, or other deal.
  11. No Support Plan/Out of Scope: This status can be used for tickets that don’t fit into any other statuses, such as classifying tickets as needing no support, being out-of-scope, or requiring no further action.
  12. Approved: Zoho has its own approval system, so this status is not used much.
  13. Rejected: Again, Zoho has its own rejection system, so this status is also not used much.

Comparing Service Performance to SLAs

Service level agreements (SLAs) in Zoho are extremely important for setting and monitoring customer service expectations. They assure customers that certain services or tasks will be completed within a predetermined time frame, and they provide a basis for tracking and measuring customer service performance.

Since they commonly include requirements for resolution, response, and resolution times, they also serve as a way to compare actual customer service performance to the desired level of customer service.

The best way to compare service performance against SLAs is to use reports based on your ticketing system. Reports can give you an overview of how well your team is meeting customer expectations in terms of response time, resolution time, and first-contact resolution. You can also use reports to analyze customer satisfaction scores, agent performance levels, and resource utilization statistics.

Technically, a 100% rate is ideal for SLAs as this would indicate that the team is meeting all of the customer service criteria within its SLA. However, depending on the size and complexity of your operations, it may not be feasible to reach a 100% rate, as certain tasks or services are more difficult to complete than others.

Particularly during the holiday season or times of high traffic, it can be difficult for agents to keep up with the influx of tickets. As such, 90% is generally a good target for SLAs. Pay attention to your reports if you aren’t meeting this expectation—reviewing progress through different ticket stages can help you identify where delays are occurring. 

Customizing Supervisor Rules

Supervisor rules are time-based actions (i.e., automatically executing on or after a certain time) that enable supervisors to take control of tickets quickly and effectively. These rules are customizable, so you can set conditions that best suit your organization’s needs.

For example, a supervisor may decide to set a rule that automatically assigns a Zoho Desk ticket to the team leader if it has been open for more than two hours without any action. Alternatively, they may want to set a rule that sends a reminder to team members if they haven’t updated a ticket in a certain period of time.

When it comes to supervisor rules, keep the following best practices in mind:

  • Always keep these support tickets moving. The longer a ticket stays in one state, the less likely it is to be resolved.
  • Prioritize tickets based on customer need and urgency. This will help prioritize support efforts and reduce resolution time.
  • Make sure rules are well-defined so that your team members understand when they should take action.
  • Use custom supervisor rules to ensure that tickets are managed AND resolved promptly.

With the right supervisor rules in place, users can perform better against their SLAs. They can also ensure that customer service best practices are adhered to, resulting in a higher level of customer satisfaction.

If you need further help—or if you’d like an expert perspective on support ticket system best practices—reach out to ZBrains’ team of Zoho specialists

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Omnichannel Personalization Made Easy: Customize Your Marketing Dashboard with Zoho Analytics

Zoho Analytics is a powerful tool for businesses looking to achieve omnichannel personalization in their marketing strategies. As a cloud-based business intelligence and analytics solution, companies can easily create insightful reports, dashboards, and visualizations. 

With features such as pre-built connectors, dynamic dashboards, and more, Zoho Analytics aids marketers in making better decisions on how to allocate resources for optimizing campaigns across multiple channels. Here, we’ll take a look at how to put it to good use by building an omnichannel marketing dashboard based on best practices we’ve observed working with ZBrains’ clients.

Why Build an Omnichannel Marketing Dashboard With Zoho Analytics?

Zoho Analytics offers an easy-to-use, drag-and-drop builder that allows marketers to create custom dashboards with powerful visualizations, enabling omnichannel personalization. The platform includes several features that make it an ideal tool for creating an omnichannel marketing dashboard, including:

  • Pre-built connectors to quickly and easily connect data from multiple sources
  • Dynamic dashboards and drill-down reports, enabling marketers to slice and dice their data in real-time
  • Role-based access control, allowing organizations to manage who can access and edit dashboards
  • Automated data refresh, making it easy to maintain up-to-date reports
  • Advanced analytics with powerful AI capabilities for predicting future trends

However, Zoho can’t do it all on its own. For example, data from external sources must be connected to the platform before it can be used in dashboards. For this reason, it’s essential to understand the data sources available and how to connect them to Zoho.

How to Connect Data Sources for Omnichannel Personalization Using Zoho Analytics

Zoho Analytics provides a wide range of pre-built connectors that allow marketers to quickly and easily connect data from multiple sources.

To start, log in to your Zoho account and click the ‘Data Sources tab. Here, you’ll find a list of all the supported data sources and instructions on how to connect them.

Once the data sources are connected, you can begin creating your dashboard. Zoho Analytics provides several drag-and-drop options allowing marketers to create custom dashboards quickly. You can also use templates and widgets to customize the dashboard further.

Pulling Data From Multiple Sources With Zoho

Once your sources are connected, the next step is to combine data from multiple sources within your dashboard. 

To do this, select the data sources from which you want to pull data and then drag and drop them into the dashboard. You can customize the visuals using widgets, charts, and other elements.

Metrics to Track Using Omnichannel Personalization Reporting

Depending on your omnichannel strategy, there are several different metrics you may want to track in your dashboard.

SEO and Website Metrics

Key metrics to track:

  • Organic Traffic
  • Bounce Rate
  • Conversion Rate
  • Conversion Volume
  • Time on Site

You may also want to use Zoho Analytics to track the SEO performance of your content and campaigns (i.e., keywords, topic authority, backlinks, etc.), as this will help you understand how well your content is performing in terms of search engine rankings.

Social Media Metrics

Key metrics to track:

  • Total Dollars Spent (by campaign)
  • Number of Leads
  • Percent Junk (i.e., spam)
  • Cost per Click (CPC) (by campaign)
  • Cost per Lead (by campaign)
  • Revenue Generated (by campaign)
  • Return on ad spend (RoAS)

To get a complete picture of social media performance, you should monitor qualitative metrics like sentiment and user engagement. These metrics can be a little harder to measure but can provide valuable insights into the success of your campaigns.

SEM Metrics

Since many SEM activities are paid, they share some overlap with the metrics tracked for paid social media campaigns. The essential KPIs include:

  • Cost per Click (CPC)
  • Total Dollars Spent
  • Revenue Generated
  • Return on Ad Spend (RoAS)

Zoho Analytics can also help you monitor the cost and quality of the clicks you get for omnichannel personalization. This includes metrics like ad relevancy, click-through rate (CTR), impression rate, and keyword relevance. You can also compare your ad metrics against your SEO and web conversion metrics to determine whether or not your ads are worth the money.

Traditional Media

Finally, traditional media includes channels like television, radio, print, and out-of-home (OOH) advertising. Businesses can track metrics like budget spent, impressions, reach, and audience engagement in their dashboard.

Mostly traditional media outlets are mainly used for PR campaigns. These KPIs measure brand awareness and reach, ad recall, cost-effectiveness, and overall ROI.

Tips for a Successful Implementation and Choosing What to Track

Here are a few tips to ensure you get started on the right track with your new omnichannel dashboard:

  1. Start by mapping out your objectives. Could you identify the KPIs you want to track and ensure they align with your business and marketing goals?
  2. Choose data sources wisely. You can select only the seeds that will give you the most valuable insights into your marketing efforts.
  3. Use the proper connectors and integrations. Depending on the platform you are using for your dashboard, you may need to configure special connectors or integrations to pull data.
  4. Identify key performance indicators for each channel. Each channel should have its own set of KPIs, so could you make sure to track the right metrics?
  5. Create a dashboard that is user-friendly and informative. Could you ensure the dashboard is easy to navigate, understand, and use?
  6. Automate where possible. Automation can save you time and ensure the accuracy of your data.
  7. Avoid tracking too many KPIs. Too many metrics mean more work, so focus on the most critical KPIs for your business.

Some of the most commonly used Analytics connectors include Facebook Ads, Facebook Custom Audiences, Google Ads, Google Analytics, and LinkedIn Ads. Specific integrations you might want to consider having: 

  • VoIP: Integrating with VoIP services can help you track phone calls and conversations, mainly if your organization uses a service like RingCentral or Aircall.
  • Integrations with ESPs: Integrating with email marketing service providers (ESPs) like MailChimp, Constant Contact, and SendinBlue will allow you to track the performance of your email campaigns (if you aren’t managing your email marketing within Zoho).
  • Callrail: This call-tracking software helps you analyze the performance of your calls and conversations.
  • Clearbit: Integrating Zoho with Clearbit can help you get enriched data about your customers, such as job titles and social profiles.
  • ZoomInfo: This contact database aggregates publicly available data on businesses and people. Integrating with ZoomInfo can help you get insights into your target market.

Lastly, omnichannel personalization using Zoho Analytics is a way to boost customer satisfaction and drive sales.

We understand that setting up an omnichannel marketing dashboard in Zoho Analytics can be daunting. That’s why ZBrains is here to help. Our experienced professionals can guide you through the entire process, from data integration and customization to dashboard creation and optimization.

With ZBrains expertise, you can better understand your customer’s behavior and preferences and use that knowledge to deliver personalized experiences that drive engagement and loyalty. Please get in touch with us today to learn more about how we can help you achieve your marketing goals with Zoho Analytics.



Zoho CRM vs. Hubspot for Field Service Companies

Field service companies face several unique challenges—from measuring and tracking job performance to scheduling and routing technicians to customer sites, numerous moving parts go into running a successful business.

With customer relationships at the core of any service-based business, field service companies need CRM software to manage leads, scheduling, invoicing, and other nuanced customer relations tasks.

Zoho and HubSpot are two popular CRM systems that make it easy for field service companies to streamline operations and grow their business while nurturing their most important asset—their customers. Here, we’ll take a look at the features, benefits, and costs of both Zoho CRM and HubSpot to help you decide which system is right for your business.

Zoho CRM vs. HubSpot: A Quick Introduction

Zoho CRM and HubSpot are both comprehensive customer relationship management (CRM) systems that help field service companies manage their accounts and contact information, automate sales processes like quoting and invoicing, and track customer interactions.

Each has an impressive reputation in the marketplace. But while Zoho offers a full range of apps and comparable features, Hubspot has doubled down on its marketing and email capabilities.

  • Zoho CRM is one of the many applications included in the Zoho ONE platform, an end-to-end platform that offers powerful features like marketing automation, sales tracking, customer service tools, a full finance suite, and more. It also integrates with popular programs like Xero, Dropbox, and QuickBooks.
  • HubSpot, on the other hand, is better known for its sales, marketing automation, and customer service tools. It also offers a marketplace of third-party apps that extend the system’s functionality.

How Zoho CRM and HubSpot Stack Up

Let’s take a look at how Zoho CRM and HubSpot compare when it comes to features, benefits, and costs.

Contact and Lead Management

HubSpot and Zoho CRM are not only easy to use for organizing contact and lead information, but also for managing sales data, such as call logs and sales signals. With the paid versions of both software programs, you can also score leads to determine which ones should receive priority outreach.

However, there are a few differences to be aware of. HubSpot’s duplicate management feature, for example, is only available on the company’s Professional and Enterprise plans, which can be costly. Zoho CRM de-duplicates data on its top three-tier plans for a lower price, potentially making it a better option for smaller field service businesses.

Lead Generation and Sales Quoting

Another significant benefit to Zoho CRM is its end-to-end software. While HubSpot has many integrators, keeping everything on the same platform reduces data silos and supports processes like marketing lead gen; ‘configure, price, quote’ (CPQ) task management; job scheduling and work order management; and billing, invoicing, and job costing.

Since field services companies often have complex pricing models, automated lead funnels and CPQ software that can quickly generate automated quotes is invaluable. Zoho CRM, with its CPQ capabilities, makes this task simple and efficient. While HubSpot can handle these tasks, most require the use of add-ons that must be purchased separately.

Field Service Processes

When it comes to managing field service processes, Zoho CRM simply offers more features than HubSpot. For example, Zoho’s capabilities can support job scheduling and dispatching, billing and invoicing, job costing, and an offline mode built-in for reps who travel to places with low cell reception.

With Zoho ONE, you can reduce data silos, the number of vendors you use, support and maintenance costs, implementation time, integration points, and risk of system failure—all while keeping your costs low.

HubSpot doesn’t have a dedicated, integrated field service app, but it does offer some features that can support field service companies, such as a robust task management application, customer support ticketing, and contact tracking.


Generally speaking, Zoho is much cheaper than Hubspot—especially if you go with their all-inclusive Zoho ONE package, which includes access to several integrated applications (including CRM and field service) for one low monthly price.

HubSpot’s lowest-tier plan is significantly more expensive than Zoho ONE, but it does offer a more traditional email marketing platform compared to Zoho’s email marketing solution. The Professional and Enterprise tiers of HubSpot also offer features like lead scoring, contact segmentation, and more that aren’t available on the company’s Basic plan, but which are offered by Zoho’s ONE’s competitively priced plan.


With HubSpot, you can have three free dashboards with 10 reports each. If you upgrade to a paid plan, you can store up to 50 dashboards, each of which can have 10-30 reports at a time. The Professional and Enterprise plans let you create 100 and 500 custom reports, respectively—a feature unavailable on any other plan.

All paid plans of Zoho CRM come with standard reports, as well as the ability to schedule these reports. Zoho’s Standard plan offers 100 custom reports, while the three higher-tier plans offer an unlimited number for any KPIs you want to track.

Zoho CRM vs. HubSpot: Which Should You Choose?

Ultimately, when evaluating the features of each program, Zoho CRM is the clear winner for service companies. With more features tailored to field services, a lower price tag, and more comprehensive reporting capabilities, Zoho is the logical choice for most field service businesses.

That said, HubSpot’s email marketing platform is one of the best out there. If you’re looking for a traditional email marketing platform—or if you’re only interested in sales and marketing tools and can get what you need from the company’s lowest-tier plan—HubSpot could be a good fit for you.

Consider your business needs carefully before making a decision. Or, if you need help comparing the two programs, reach out to ZBrains. Our expert team can support you in evaluating both options to determine which solution will best meet your needs going forward.



How CRM Consultants Help You Migrate Your Legacy System

On the surface, the benefits of a CRM tool seem obvious—it’s designed to help businesses better manage customer relationships, resulting in more organized contacts, streamlined processes and workflows, and an improved customer experience.

But when it comes to migrating your legacy system to a new CRM, the process is often anything but obvious. In too many cases, companies find themselves confronting an intricate web of different technologies, and ensuring the data transfers correctly can be overwhelming.

This is especially true if you need customizable features and software integrations, which can turn the complexity of setting up a CRM system into a nightmare. That’s where CRM consultants come in. 

On the surface, the idea of finding and working with a consultant might seem expensive and unnecessary. But if you’re busy running your business, don’t have the capacity to learn a new system or process, or are under a time crunch, working with a consultant can save you time, frustration, and money in the long run. They’ll also ensure your system is set up optimally so that it’ll actually be adopted by your users—plenty of projects fail because they aren’t rolled out correctly or built with end users in mind. 

As experts in the technology, CRM consultants like ZBrains can help you to identify any issues that could arise during migration, ensure your data remains secure, and even create customizable features tailored to your specific needs. Here’s exactly how they can help:

The 11 Steps of CRM System Migration

Generally speaking, several steps go into a successful CRM system migration. Let’s take a look at what the process looks like.

  1. Assess your reporting and KPIs: The first step involves understanding your current system and the KPIs that are essential to measure success.
  2. Analyze your data inputs: Next, you’ll need to get a better understanding of your data inputs at each stage of your process, including what kinds of content you’ll be migrating and the origin of each element.
  3. Assess operational efficiencies by department: Each department within your organization will have different needs and processes, so it’s essential to understand how they work together.
  4. Spec out your inputs: Inputs are the data points that will be used to populate your new system. Spec out which fields need to be populated, as well as the type of content for each field.
  5. Build your inputs: Now, you can start building out the fields in the new system and populating them with content.
  6. Build initial reports: Your reports provide critical insight into how your business is performing, so you’ll want to make sure they’re set up properly before making the switch.
  7. Spec out automation: Automation can make your life a lot easier, freeing up your time for higher-priority projects. Once you have your data inputs properly set up, you can start creating rules and workflows.
  8. Build automations: Once you have your automation rules properly laid out, it’s time to build them into the system.
  9. Migrate data: This is the moment of truth—all of the data from your legacy system must be moved over to your new CRM.
  10. Go live and perform change management: Once your data is migrated, it’s time to start using the system. Depending on how complex your CRM setup is, you may want to put a change management plan in place to help new users adapt.
  11. Add new features or reports using feedback from your team: As you start using your new system, you may realize that you need to make tweaks or add additional features. This is the time to do it.

As you can see, migrating data into multiple modules and systems can be a complex process, and it’s often essential that the data is migrated in a specific order for it to link correctly. That’s why, at ZBrains, we strive to make the CRM migration process as seamless as possible by performing both a test migration and a live migration.

Through this process, the test migration allows us to identify any potential data issues that could arise, as well as develop a plan to fix them before the live migration takes place. We also ensure that all data is migrated from your legacy system correctly and without any loss of information.

Finally, we take extra steps to secure your data during the migration process by using encryption technology and multi-layered authentication.

Pitfalls to Avoid During Migration (and How CRM Consultants Can Help)

When companies attempt a CRM system migration without the help of an expert, they often end up making costly mistakes. Here are four particular pitfalls to avoid:

1. Choosing the wrong way to solve a problem

Platforms often have many ways to solve a single problem, and it can be difficult to determine which is the best option without experience. This is especially true in the case of complex automations and features (e.g., multi-list segmentation and interactive dashboards).

2. Implementing too many features, too quickly

When companies invest in a robust CRM software, they can be tempted to build out more features than necessary. This often results in an overly complex platform that is difficult to use, with extra time and budget wasted on development.

Even if there are multiple custom features an organization can benefit from, keeping the system as lightweight as possible is key. Working with CRM consultants helps you to identify the features that are truly necessary, and leave out those that will slow down your system or add extra costs. Remember, focus on adoption first, then optimization.

3. Not properly preparing for a migration

Migrating a CRM system means downtime, potential data loss, and a steep learning curve for users. Working with a partner that has experience with successful migrations can help you understand the process and plan for any potential issues.

4. Poor change management

Migrating to a CRM system isn’t just about data migration. It requires a shift in how employees work and think, which can be difficult without proper guidance. Platform-specific CRM consultants can help you create a successful change management plan, as well as ensure that your system is set up to best support its users and maximize system adoption.

Outsource Your Zoho CRM Migration to ZBrains

When it comes down to it, there are four reasons to outsource something:

  • Time: Unless you already have someone in place and ready to perform the migration, chances are it’s going to take more time and energy than you currently have available in-house.
  • Cost: Outsourcing may seem like a more expensive option—until you take into consideration the cost-savings a CRM consultant can provide by helping you avoid migration mistakes and optimize your new CRM for your needs. 
  • Expertise: CRM consultants will already understand the nuances of your chosen system and will be able to get things set up quickly and efficiently. Even if you’ve migrated a system before, being unfamiliar with Zoho creates inherent risks in the migration process that can be costly or time-consuming to resolve.
  • Dynamics and Corporate Politics: In some organizations, having an external partner involved in the migration process can help with change management and ensure that all stakeholders’ needs are accounted for during the process.

At ZBrains, we understand exactly what it takes to get your system up and running—and we know how to save you time and money along the way. Contact our expert team today for more on how we can help streamline your next CRM migration project.


How Zoho Partners Like ZBrains Help Simplify Your CRM

Companies turn to Zoho CRM for plenty of different reasons, whether they want to scale their operations or they’re aiming to improve efficiency or manage costs. And in most of these situations, Zoho CRM is a great choice—it’s incredibly robust, cost-effective, and offers plenty of automation features to help streamline your workflows.

But although Zoho claims that its CRM delivers one of the fastest implementation experiences in the enterprise CRM market, it’s not uncommon for new users to encounter challenges when working through their initial setup.

That’s where Zoho Partners like ZBrains can help. Read on if your Zoho CRM experience hasn’t been as straightforward as you’d hoped—or if you’re now stuck with a needlessly complicated CRM setup that’s interfering with your ability to operate efficiently.

What are Zoho Partners?

Zoho Partners are Zoho experts dedicated to implementing Zoho for client businesses and acting as front-line support between their clients and Zoho. This commonly includes system design, implementation, customization, integration with third-party systems, and general support as Zoho releases new features and applications. 

Zoho’s Partner program is broken into multiple tiers. At ZBrains, we’re proud to be one of Zoho’s Premium Partners, a top distinction given to a select group of Zoho Partners who are responsible for a certain proportion of Zoho’s annual revenue.

When to Work with Zoho Partners

How do you know if working with Zoho Partners is right for you? There are a number of common use cases where working with an external partner on Zoho CRM implementations makes sense.  For example, here at ZBrains, we regularly come across companies that:

  • Are brand new to the Zoho ecosystem and aren’t familiar with best practices for deploying a new business CRM.
  • Have begun exploring Zoho CRM’s free trial, but realize that they’ll need some additional support to realize their vision. 
  • Are already up and running with Zoho CRM, but recognize that they’re only scratching the surface in terms of its potential for their business.
  • Have tried out Zoho CRM in the past, but either couldn’t get buy-in from other staff members or couldn’t find a way to make it work within their company’s requirements.

In these and other related cases, having a second set of eyes in the form of a Zoho Partner can help to evaluate your current setup and identify opportunities to simplify your CRM setup that you may miss on your own. 

At ZBrains, for example, we typically begin Zoho CRM engagements with a Business Process Analysis. This helps us to understand the existing state of your Zoho CRM implementation and begin mapping a path forward to streamline your system.

How a Zoho Partner Simplifies Your CRM

If you’re migrating from another CRM, such as Salesforce or Hubspot, simply getting the right data into Zoho CRM, in the right format, can be challenging. To make matters more confusing, Zoho’s business productivity suite comprises 45+ different applications—some of which have overlapping functionality. 

So how exactly can Zoho Partners actually help you to simplify your Zoho CRM setup? Depending on your specific needs and circumstances, we’ve found that any of the following actions may be appropriate:

  • Migrating your data from your former CRM in the cleanest way possible
  • Identifying the most efficient way for data to be processed through and integrated with third-party systems
  • Designing your systems in the most optimal way
  • Ensuring user permissions are set so your data is protected
  • Identifying and implementing impactful automation opportunities
  • Identifying how custom development could be used to solve difficult system issues

Zoho Partners Set You Up for Success

Finally, another important element to consider when evaluating Zoho Partners is their approach to change management. It’s one thing to build a streamlined Zoho CRM implementation—ensuring your team members are prepared to use it is another thing entirely.

At ZBrains, we offer a number of established and bespoke coaching packages, including sessions that can help you:

  • Learn how to navigate and work within Zoho CRM
  • Customize your Zoho CRM implementation to drive valuable business insights
  • Implement automation within Zoho CRM to streamline your workflows

Getting Started with Zoho Partners

Ultimately, although it can be tempting to try to DIY your Zoho CRM setup, most companies save time—and ultimately, money—by working with an experienced partner who can help them find their way around the system.

If your current approach to Zoho CRM is working, you may not need the support of a Zoho Partner. But if you find yourself in any of the scenarios described above—or if you simply want to benefit from incorporating an expert perspective to identify additional optimization opportunities long-term—reach out to ZBrains to learn more about our Zoho Implementation Plans and Zoho CRM training.


What is the Zoho Books API and How Do I Use It?

Zoho Books, a cloud-based accounting software, allows businesses to easily manage their finances and automate their workflows through a rich set of features and an intuitive user interface. 

With the Zoho Books API, companies can integrate Zoho Books with other Zoho apps and third-party software to increase its functionality and streamline internal workflows.

But how exactly does the Zoho Books API work? Let’s take a closer look. 

What is the Zoho Books API? 

Essentially, the Zoho Books API is the function that allows you to perform all of your Zoho Books operations within the web client. 

The Zoho Books API is built on REST (Representational State Transfer) principles, making it relatively straightforward to use and allowing for a wide range of activities and integrations. Further, because the API follows HTTP rules, every resource is exposed as a URL, and every URL can be obtained through the API Root Endpoint. 

In practical terms, integrations set up using the Zoho Books API enable businesses to utilize add-ons to get more from their Zoho Apps. The API not only integrates with several other third-party software, but also allows Zoho Books to integrate with other Zoho products, such as Zoho Campaigns, Zoho Mail, and Zoho Inventory

This is especially helpful for businesses working across multiple Zoho apps or that already have established third-party solutions in place that they don’t want to replace.

How Does the Zoho Books API Work?

Use the following instructions to start using the Zoho Books API:

Step #1: Register a New Client 

Because Zoho’s REST APIs use OAuth 2.0 protocols, your first step will be to register your application within Zoho’s Developer Console to generate a Client ID and Client Secret. 

Step #2: Generate a Grant Token. 

Next, you’ll redirect to the authorization URL ( with the relevant parameters:

Upon this request, Zoho will present a user consent page. Clicking ‘Accept’ will cause Zoho to redirect to the given redirect_uri with the ‘code’ and ‘state’ parameters (which you’ll need to get the access token in the next step). Note that this code is only valid for 60 seconds. 

If you click ‘Deny’, Zoho will return a server error.

Step #3: Generate Access and Refresh Token 

Once you have your access token, make a POST request using this URL ( and the following parameters to generate your access token: 

This will generate both an access token (which will expire after a set period) and a refresh token. Be aware that Zoho limits refresh tokens to 20 per user. Earlier refresh tokens will be deleted by default if this limit is exceeded, whether or not they’re in use. 

Step #4: Generate an Access Code from a Refresh Token 

If your access token expires, use the refresh token to request a new one by redirecting to the following POST URL using the parameters below:

Step #5: Revoking a Refresh Token 

If you need to revoke a refresh token, use the following URL with the parameter below:

Step #6: Call an API 

Finally, call the Zoho Books API in header using the following values: 

  • Header name: Authorization
  • Header value: Zoho-oauthtoken 

Specific scopes available for the Zoho Books API include contacts, settings, estimates, invoices, customerpayments, creditnotes, projects, expenses, salesorder, purchaseorder, bills, debitnotes, vendorpayments, banking, and accountants.

Top Tips for Using the Zoho Books API

Once you’ve set up the Zoho Books API, keep the following suggestions in mind as you begin using it:

Pay Attention to Your Limits

Generally speaking, Zoho Books API calls are limited in order to provide a better quality of service and greater availability to all users. As a result, the following limits on total requests per day for each plan are currently in place:

  • Free Plan: 1,000 API requests/day
  • Standard Plan: 2,000 requests/day
  • Professional Plan: 5,000 requests/day
  • Premium Plan: 10,000 requests/day
  • Elite Plan: 10,000 requests/day
  • Ultimate Plan: 10.000 requests/day

Carry Out Load Testing

One of the things we’ve noticed among ZBrains clients is that almost everyone hits their limits more quickly than expected. And because that can lead to unexpected shutdowns, we recommend carrying out significant load testing in advance to see how your requirements stack up against Zoho’s daily limits.

Increase Your API Limits 

Fortunately, if you do find that your business requirements exceed your API call limit, increasing your limit is relatively easy and inexpensive. The best way to do so is to email with your requirements, and Zoho will get back to you with specific pricing details and instructions on increasing your API call limits.

Need Help with the Zoho Books API?

Zoho makes it possible to download and test out the Zoho Books API ahead of time. But if you still have questions, the expert team at ZBrains can help.

Reach out to our team for personalized guidance on your top Zoho Books API questions, including how to get started and how to integrate the API with your Zoho CRM.


Zoho Agile Project Management: Using Zoho Sprints

Any project management solution comes with pros and cons. But if your company has committed to agile project management workflows, Zoho Sprints is worth serious consideration.

Not sure what agile project management is or how it works? In this guide, we’ll take a closer look at Zoho agile project management practices, including a breakdown of the difference between Zoho Projects and Zoho Sprints for agile shops. 

What is Agile Project Management?

According to the Project Management Institute (PMI), agile practices “aim for early, measurable ROI through defined, iterative delivery of product increments. They feature continuous involvement of the customer throughout the product development cycle. Although agile has its roots in software and IT, agile adoption is growing and expanding in a wide range of industries.”

Agile project management involves breaking projects into individual tasks that are delivered on a periodic basis. This approach also allows for a more iterative, responsive way of working that enables stakeholders to incorporate relevant feedback as the project develops. 

“Scrum” is one particular agile project management technique that divides complicated projects into smaller, simpler units. At the end of each iteration (known as a “sprint”), the team reports on its progress and gathers feedback. Once this data is received and analyzed, another sprint begins, based on the customer feedback. 

How Zoho Sprints Agile Project Management Works

Zoho Sprints is Zoho’s first-ever agile project management software. Developed using scrum methodology, Sprints enables businesses to plan, execute, and deliver complicated projects by segmenting them across various modules. 

With Sprints, you can set up backlogs for your projects, divide these backlogs into scheduled sprints, and work on them in an iterative, collaborative way. 

Implementing Zoho Sprints is relatively simple. First, create your project, and use Zoho’s prompts to add users and manage your project’s settings. 

Once your project is set up, you’ll be able to create individual work items and sprints. 

From here, you can drag and drop work items from your backlog into your sprints, assign tasks to relevant users, and kick off your individual sprints.

Once your sprints start, you’ll be able to access fully customizable scrum boards, which let you visualize your tasks and move them through different stages or statuses. You can also create “Epics” which group items that share the same objective.

You’ll also want to check out the Charts and Reports feature, where you can monitor and compare sprints, as well as track your team members’ performance. The Timetrack module tracks your billable vs non-billable hours, while the Meetings module lets you set up sprint reviews and meetings. 

Zoho Sprints vs Zoho Projects: Choosing the Right Option

Having said that, one of the questions we hear a lot at ZBrains is: what is the difference between Zoho Projects and Sprints, and how do I know which one to use? 

Both Zoho Projects and Zoho Sprints are solid project management solutions, each offering efficient and coherent approaches to delivering projects. That said, any software solution has its own strengths and weaknesses. Choosing the right one largely comes down to the nature of your projects. 

Macro vs. Micro Project Management 

Zoho Projects makes it easy to visualize projects as a whole, including their steps, processes, and target outcomes. In other words, Projects is a good option for projects that begin with a robust plan (such as those following the waterfall methodology) or for projects you intend to replicate in the future. 

Zoho Sprints, on the other hand, is especially useful for projects that are being planned and implemented in stages. Because projects in Sprints are broken down into smaller cycles with periodic outcomes, the tool makes it easy for stakeholders to check in, evaluate progress, and adjust the project at regular intervals.  

In summary, Sprints is good for projects that need to be able to adapt and change, whereas Projects is ideal for simpler projects with more robust plans that aren’t expected to change. 

Value for Money 

As of December 1, 2022, both Zoho Projects and Zoho Sprints offer a free trial period to let you try out the software at no cost. That said, while Projects has a free tier, all of Sprints’ tiers are paid. 

The free version of Projects includes up to 3 users and up to 2 projects. From there, pricing begins at $18 per month (based on a minimum of 6 users at $3 per user per month) and includes a maximum of 10 projects. The next pricing tier begins at $4 per user, per month, with a minimum of 15 users and unlimited projects.

Sprints begins at $12 per month for up to 12 users. Customers requiring 13-100 users are billed $5 per user, per month (which can be paid either monthly or annually). 


Both Projects and Sprints integrate with other Zoho apps, as well as MS Teams, MS Office, Bitbucket, and GitHub. Using Zapier, both Sprints and Projects can connect to over 2,000 Google apps. 

In addition, Zoho Sprints integrates with GitLab and Jenkins, while Projects integrate with many others, including Slack, iCal, Zen Desk, Google, and Crashlytics. 

Team Management

While both Projects and Sprints offer communications tools, Sprints includes additional features for tracking your teams, gathering data after each sprint, and holding meetings to enable collaboration. Sprint also offers reports and insights into your team’s performance. 

In comparison, Projects allows users to assign and monitor tasks, specify tasks’ priority, and send reminders to team members. You can also monitor time sheets and track issues that might arise in the project. 

Getting Started with Zoho Sprints

Ready to learn more about Zoho Sprints, including whether or not it’s the right choice for your agile project management approach? Connect with the ZBrains team directly for customized suggestions, based on your unique project specifications.  


Using Zoho Contracts to Streamline Your Contract Process

Zoho Contracts is a comprehensive platform that allows businesses to streamline the contract process, facilitating everything from contract signings to contract workflows and transition management during contract changes.

But how exactly does Zoho Contracts work in practice, and how does it benefit your business? Here’s how Zoho Contracts makes the contract management process easy and pain-free. 

How Zoho Contracts Benefits Your Business

Contracts are a big part of any business, but it’s how you manage them that’s important. 

Generally speaking, businesses need a tight contract process to ensure nothing is overlooked and your business is protected—and picking the right contract management software is foundational to building a tight contract management process. 

Zoho Contracts is purpose-built to save time and reduce errors by integrating cleanly with your CRM, facilitating close collaboration with sales, making redlining simple, and keeping your contract management tasks and terms centralized and up-to-date in a single location.

Not only does CRM integration help you avoid silos and improve transparency, but it may also improve sales cycle times by reducing delays between contract approval stages. When you integrate your contracting process into your CRM, you’re able to bring teams together—notably, your legal and sales teams—so that they can work collaboratively to the same end. 

Contract Creation

Once your CRM is integrated with Zoho Contracts, there are a number of features you can take advantage of when creating your contracts.

Contract Templates That Save You Time

Zoho Contracts provides industry-standard contract templates that can be used out of the box or adapted at the advice of legal counsel—regardless of your business or industry size. 

Because these templates have been legally reviewed, your contract teams can work more quickly to move contract workflows along (though it’s important to note that legal review by your company’s designated counsel is still appropriate to ensure they’re legally enforceable). 

In addition, Zoho Contracts offers a standard clause library with template text you can simply copy and paste into your contracts—again, saving you time over manually writing your own language. 

Contract Authoring to Limit Legal Liability and Improve Enforceability

Manually authoring contracts can be time-consuming and cost-intensive, as legal teams have to look out for language consistency issues that might otherwise leave them open to human error and unanticipated risks. 

Zoho Contracts limits this liability through features that ensure language remains consistent across your documents. In addition, with Zoho Contracts, your contract authoring workflows benefit from the program’s simple user interface for building, editing, sharing, and reviewing contracts across internal teams and external users.  

Contract Processing

Once contracts are created, additional features within Zoho Contracts help to streamline their processing.

Easy Approval Workflows that Reduce Errors

First, contract approval features in Zoho Contracts ensure all stakeholders get the chance to review a contract’s terms and conditions, as well as keep abreast of involved risks and opportunities. 

Zoho Contracts also makes it possible for contract admins to create multiple approval workflows, associate them with different contract types, and assign approval processes to be completed before submitting contracts to prospects or clients. 

Whether you set up a sequential or a parallel approval workflow, the approval process can be fully automated, reducing errors and saving time in getting contracts signed off. 

Make Negotiations and Review Less Complicated

In the contract lifecycle, the negotiation stage is crucial. Whatever your negotiation strategy or process, it’s this phase that will set the tone of your relationship moving forward. 

That being said, negotiations can be challenging to manage from a contracts point of view. With Zoho Contracts, you can negotiate entirely online, seamlessly manage redlining, view contract version histories, and even gain analytical insights into your negotiations. This both improves the quality of your negotiations and saves you time and resources in the process. 

Transparent Obligation Management 

Once your contracts have been signed and executed, it can be easy to overlook the issue of contractual fulfillment. Even with the most explicit contract terms—with all parties in agreement—if this process isn’t tracked and reviewed, contract breaches can occur. 

With Zoho Contracts, obligation management becomes transparent. You can add obligations, check them off as they’re fulfilled, and review outstanding obligations as often as needed. You can also prioritize obligations, assign obligations to specific team members, and receive alerts and reminders to ensure obligations are being fulfilled. 

A Less Frustrating Change Management Process

When any new contract comes into effect, managing its effects across the organization can be tricky. That’s why Zoho Contracts’ change management feature includes smart letter and activity-tracking capabilities, enabling parties to be notified of changes when they happen so that they can feel in full control of the process. 

Reliable & Industry-Leading Data Protection

Finally, with government regulations such as GDPR and CCPA impacting the way organizations manage data, it’s imperative that they correctly manage any personally identifiable information (PII) captured during the contract process. 

Zoho Contracts secures your stakeholders’ data, ensuring not only that data remains safe—a legal necessity—but that your relationship and trust remain intact as well. Its data protection feature helps your business avoid data breaches while also fulfilling your confidentiality obligations. 

In Summary

Managing contracts is a critical fact of life for businesses, but it isn’t always an easy one from an operational perspective. With Zoho Contracts in place, you can rest assured that not only will you avoid the pitfalls of miscommunication, human error, and wasted time, but you’ll benefit from the program’s cost savings and the streamlining of your operations as well.

For more on how to implement and integrate Zoho Contracts into your CRM, reach out to the Zoho experts at ZBrains.  



How Do I Migrate Data from Hubspot to Zoho CRM?

The decision to transition between customer relationship management (CRM) programs shouldn’t be made lightly. In fact, data migration—the aspect we’ll focus on in this article—is only one step in the process. Successfully migrating from one CRM to another involves both strategic planning and execution work to ensure a seamless transition.

That said, when it comes to the data layer of CRM migrations, one of the best aspects of Zoho CRM is that you don’t necessarily have to start from scratch. In fact, Zoho makes it easy to migrate from many other CRMs—Hubspot included. 

To see the process in action, take a look at the step-by-step process we’ve put together below on how to migrate your data from HubSpot to Zoho CRM. 

Why Migrate from HubSpot to Zoho CRM?

Before we jump in, let’s cover a few of the top benefits of transitioning from Hubspot to Zoho CRM in the first place. After all, your CRM supports critical functions within your business. It’s important to ensure that the system you’ve chosen is the right one to support your business goals. 

There are many reasons you might want to choose Zoho CRM over HubSpot, but here are just a few:

  • Zoho CRM is more user-friendly. Zoho CRM allows for team collaboration on all tiers, whereas HubSpot only offers collaboration on top-tier plans.  
  • Zoho CRM is easier on your wallet. Not only does Zoho offer a longer free trial, there are many different pricing tiers for Zoho CRM, starting with a free version and going up to $40 per user for the enterprise version (when billed annually). By comparison, Hubspot’s entry-level paid plan comes in at $45 per month for two users.
  • Zoho’s platform offers greater extensibility. Zoho CRM easily integrates with the company’s broader suite of apps. While Hubspot offers sales, marketing, and operations modules, it does not offer comparable solutions for inventory management, HR, legal, and security needs.
  • Zoho is endorsed by publications like Forbes as a top choice for SMBs. Thanks to its budget-friendly, flexible nature, Forbes has recognized Zoho CRM as the better choice for small and medium-sized businesses in nearly every industry. 

Not sure if Zoho CRM is right for you? ZBrain’s expert team can help. Reach out to schedule a personalized assessment of your business’s needs.

The Hubspot to Zoho CRM Data Migration Process 

At a broader level, data migration involves moving all your information from one platform to another—in this case, from Hubspot’s CRM to Zoho CRM.

In Zoho CRM, you’ll use the Data Migration wizard to transfer your data from Hubspot, accurately and efficiently. Where common modules are available, the wizard will automatically map your import files to Zoho CRM modules, aligning file columns with Zoho CRM fields. 

Where modules aren’t already available, Zoho CRM will create them and map the relevant files to them. It will also let you know how many files have been mapped, how many remain unmapped, and which—if any—aren’t supported. 

If your migration needs are more complex or if multiple applications are involved, you can turn to Zoho’s vast partner network—including ZBrains, a leading, US-based Zoho Consulting Partner—for help.

How to Migrate from HubSpot to Zoho CRM: A Step-By-Step Process

On a technical level, Zoho CRM’s Data Migration wizard uses APIs and Instance URLs to migrate your data from HubSpot to Zoho. For this reason, you’ll initiate the migration by generating and entering the API key, and then the entire migration will take place in the back end. 

You’ll be notified by email when your migration is complete, and you’ll have the option to undo or rerun the migration up to three times. 

Step #1: Generate the API Token

To find or generate your API token:

  1. Log into your HubSpot account
  2. Click Account Name on the top right corner and select Integrations
  3. Click API Key
  4. Click Generate API Key (if you’ve never generated an API key before)
  5. Click Copy

If you’ve already generated an API key in the past, click Show key and then Copy. You’ll also want to capture your Instance URL using this process.

Step #2: Initiate the Migration

Once you have your API key and Instance URL:

  1. Log in to Zoho CRM (make sure you have Administrator privileges)
  2. Navigate to Setup > Data Administration > Import
  3. On the Data Migration page, choose HubSpot as the CRM you’re importing data from
  4. Enter the Instance URL and the API Token you generated in Hubspot
  5. Click Migrate Now

Once the migration is complete, you’ll be notified via a pop-up and an email.

Step #3: Check Your Data Migration

Zoho’s Data Migration wizard makes importing your Hubspot data simple, but it’s still a good idea to check your data for accuracy once the migration is complete. 

To do so, navigate to Setup > Data Administration > Import > Import History, and check that all fields have been imported properly. It’s also a good idea to spot-check individual records. Navigate to a few people and accounts to see if their data matches up with their corresponding Hubspot records (or to what you know to be true for them).

Remember, Zoho CRM allows you to undo or rerun the migration, but only for a limited number of times. If you are not satisfied with the import or field mapping results, you can delete the imported records and re-run the migration. Just don’t wait to detect errors until you’re too far down the road to redo your migration!

Keep the following notes in mind while planning and executing your migration as well:

  • Tags can be migrated from Hubspot into Zoho CRM, but only the first 10 tags will be migrated. Additionally, each tag can only have up to 25 characters. 
  • Your data migration will be paused if more than 5,000 records in a module are skipped during the migration. At this point, you’ll have the option to discard the migration or continue—Zoho CRM will inform you of every module where this occurs.
  • If you need to undo the data migration, visit your Import History

Supporting Your Zoho CRM Migration

If you’re ready to make the change from Hubspot to Zoho CRM, built-in migration tools make the process as simple as possible, while also alerting you to any issues that need to be resolved manually. 

But if you have any questions about migrating from HubSpot to Zoho CRM—or if you’d like expert support while you navigate the process—get in touch with ZBrain’s team of Zoho experts for personal assistance.