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Best Practices, Limitations, Options, and More...

Insightly to Zoho migration

Insightly to Zoho migration

What are my options for

converting Insightly to Zoho?


If you're interested in switching to Zoho and want to explore your options, we can help.

Specifically, you may be wondering what options are affordable, what options are the correct way to proceed, and what options are the fastest.

It's important to be cautious when talking with a CRM vendor, as they may oversimplify the process and suggest that their import tools are all you need. However, this is not always the case. We generally recommend using the CRM vendor's tools only if you're importing contacts and accounts/companies. For anything more complex, it's best to gather your own resources or seek out the assistance of another tool or professional service.
So, let's consider all possible ways to solve this problem.

Option 1

Migrating myself 

Although it's possible to attempt transferring your data from Insightly to Zoho on your own, we can't guarantee that it will be easy for you without prior experience.



Option 2

A wizard import tool or
an integration

Using pre-made software designed for transferring data between CRM systems can serve as a valuable asset and assist you in achieving high-quality data transfer.

Option 3

A custom migration

By enlisting the help of experts, a careful plan can be developed to minimize the risk of downtime and ensure the safety of your systems and data throughout the migration process. Transferring your data from Insightly to Zoho can be a complex task, so it's often best to leave it in the hands of professionals.


Option 1: Migrating myself and using the CRM vendor’s import tool

Before taking on this process yourself, it's important to realize that data is constantly evolving and processes change daily or weekly. Fields and properties are added, deleted, or merged, making data management a challenging task. When moving to a new system, you often have to start from scratch and change fields and data structure. However, moving some data and leaving the rest can lead to significant data loss and risks.

To minimize this risk, it is advisable to start by creating a diagram of your business processes, identifying all the elements and relationships involved. This will provide an overview of the information entered at each stage and the employees involved. This way, you can determine which categories of data need to be carefully transferred to the new CRM and which can be discarded, such as duplicate or irrelevant data.

It's important to always migrate data as a whole database rather than in parts, as this reduces the risk of data loss and ensures that your business doesn't get left behind.

Option 2: Migrating with a wizard import tool or an integration tool

This service moves data from one CRM to another in a couple of hours. Does not require technical knowledge. The result of this work is a quick migration of data to a new CRM. Products, leads, deals, events and other data will be transferred from your old CRM to Zoho without difficulty. If you need to transfer information to third-party systems, you can also use the service.

The service takes care of the entire data transfer routine: matches employees between systems; gives a clear idea of how and what data to transfer; monitors the security of migration, controls data loss.

With Trujay, access your current and desired CRM systems. Specify the field binding (mapping) and run the migration. Convenient and fast!  Trujay’s migration app allows you to run as many free random samples as you want. The migration process is easy to test in action. Trujay will transfer a limited amount of data to your new CRM. To evaluate the process of migrations and the service in operation.

Contact us     Try it for free

There is a robust procedure for importing data without coding skills. It does not require any software to be installed on the computer.

Step by Step screens of Trujay’s Self Service Migration Wizard

Option 3: A custom migration

Choosing to work with a company that specializes in data migrations is the best way to ensure that your Insightly to Zoho migration is done right. While other options may not necessarily be wrong, having experts handle the entire process takes the burden off your shoulders, allowing you to focus on training and configuring Zoho to fit your business processes.

Data is complex and interconnected, so having professionals who know both Insightly and Zoho inside and out will make for a seamless transition and save you countless hours of time. Only data migration experts can make sure that your data is transferred smoothly and with minimal disruption to your business.

By partnering with a data migration specialist, you can rest assured that your transition to Zoho will be handled with care and precision, freeing you up to focus on the core aspects of your business.

Contact us    Try it for free

Having a dedicated project manager or customer service manager (CSM) to guide you through the entire Insightly to Zoho migration process will allow you to focus on important aspects such as cleaning up fields and properties, consolidating pipelines and processes, and implementing automation.

Additionally, your project manager can provide recommendations on converting text fields to drop-downs, which will help you collect more accurate data and create reports on data points more efficiently. This ensures that your data is organized and structured in a way that is most useful to your business.



Knowledge Base

What is a Sample Migration?

Sample Migration is a process where we transfer a small part of your records (approximately 10% of all data) to the target CRM platform and estimate the price of a Full Data Migration. You can test our service using the Free Sample Import.

You can change options and rerun the sample migration as many times as you need.

How does Free Sample work?

During the Sample Migration, we take a part of your records and migrate them to your target CRM platform, along with relations between those records. The entire process may take up to 15 minutes; it depends on the specification of your CRMs.

What happens after the Sample Migration is complete?

Once complete, you can review the transferred records in the target platform. Evaluate the results to make sure they work for you.

What is a Guided Migration?

A guided migration provides you with a Trujay dedicated CSM that will complete all the mappings for you. 

This is an excellent option for people that need an extra layer of support with their migration.


  • Everything in Wizard
  • Customer Success Manager
  • Mapping Verification
  • Quality Assurance
  • 1 - 2 Week Delivery

What is a Record?

A Record is the data item that exists in the CRM's system

  • 1 record = 1 Account/Task/Opportunity/Attachment/Note/Email, etc.
  • 1 record = one entity of CRM data (no matter what type is it).

For example:

Your current CRM possesses:

  • 1 account
  • 2 tasks
  • 3 emails
  • 2 notes.

In summary you have 1 account + 2 tasks + 3 emails + 2 notes = 8 records.

What is a Delta Migration?

A delta migration is the final migration performed during your custom migration process.

It ensures that all the data you have requested to be migrated is transferred and your target CRM is up to date right before the launch. 

What are my options?

Data cleansing


You can clean up the data yourself in the Insightly portal. This will require some effort and time on your side, however it will have no additional cost.


You can ask the data migration partner to filter the data on the way over. If you have identified bad data and can give the partner bullet points on what data you don’t want to migrate to Zoho, they can write custom scripts to only migrate what you specify.


You can clean the data post-migration and should be relatively easy with Zoho’s segmenting tools. Create the filters or custom views and then delete!

What are my options?

Insightly to Zoho: Objects

Insightly Objects   Zoho Objects
Organizations Accounts
Attachments Attachments
Contacts Contacts
Events  Events 
Leads Leads
Notes Notes
Opportunities  Deals
Tags  Tags 
Tasks Tasks
Users Users

Additional objects will need to be investigated for a Custom Migration

Onboarding Icon-1


There are various de-duplication tools available that are all reasonably priced. Ask the data transfer partner if they can negotiate lower pricing for you because they most likely have partnerships in place.

Onboarding Icon-1

Bad or Outdated Contacts

Using a tool like Neverbounce is great to identify which emails are invalid, unverified, or a catch-all email ( or From there you can mark and remove those and these costs are pretty minimal as well.



We hope that you have gained valuable insight into the process of migrating from Insightly to Zoho.

Whether it's migrating storage systems, transferring data to a third-party cloud infrastructure, databases, or applications, it's a multi-stage process that requires careful control and monitoring. A successful CRM system migration is when a user can seamlessly switch to a new program and continue working without interruption. Users should not be confused about the functions of the new system or constantly return to the previous CRM system to access customer history.

Simply exporting or importing data is not enough. To ensure a smooth transition, you need to replicate all business processes, copy entities, and recreate hierarchical structures. This requires a clear and defined action plan. Now that you know about the three options for solving this problem, you can choose the one that best suits your needs.

If you would like to discuss your Insightly to Zoho migration further, please contact us for a quick consultation.

Contact us    Try it for free

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