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Insightly to Zoho CRM migration · US partner · Los Angeles

Migrate from Insightly to Zoho CRM with a US partner

Sales lands in Zoho CRM, delivery lands in Zoho Projects, and the link between them survives.

Insightly keeps the deal and the project that follows it in one place. We carry both across: organizations, contacts, leads and opportunities into Zoho CRM, projects and their tasks into Zoho Projects, tied back to the deal they came from.

  • Deal and project stay linked
  • Sample signed by each team
  • Fixed fee in a signed BRD
Book a migration call Size your Insightly move
Zoho Advanced PartnerCertified Zoho CRM consultants
You’ll talk to our senior team, not a call center.300+ projects · serving US clients since 2025

01The honest inventory

Insightly to Zoho CRM migration: what moves, and how

Zoho CRM has a built-in Insightly connector that moves seven record types with your API token. Projects, notes, files and custom objects sit outside it, so they travel by export file and API, or get rebuilt.

Zoho’s Insightly toolExport file or APIRebuilt by us

  • Zoho’s Insightly tool

    Organizations, contacts, leads

    Into Accounts, Contacts and Leads, with addresses, phones, owners and created dates.

  • Zoho’s Insightly tool

    Opportunities

    Become Deals with value, probability, close date, stage, currency and the bid fields.

  • Zoho’s Insightly tool

    Tasks, events, users

    Land on the same contact, organization or opportunity, owners matched by email.

  • Export file or API

    Projects and their tasks

    Created in Zoho Projects, milestones turned into phases, each project tied to its won deal.

  • Export file or API

    Notes, files, custom objects

    Notes and attachments on the same records; custom objects become Zoho CRM custom modules.

  • Rebuilt by us

    Workflows, pipelines, reports

    Opportunity and project pipelines, automations and dashboards set up again in Zoho.

Emails linked in Insightly stay in each mailbox. Once reps connect Gmail or Outlook to Zoho CRM, new mail logs on the matching records.

02Object by object

The Insightly to Zoho CRM migration map

Where every Insightly object ends up, and the route it takes. Custom fields join the map during the assessment.

In InsightlyIn ZohoHow it moves
OrganizationsZoho CRM AccountsInsightly tool
ContactsZoho CRM ContactsInsightly tool
Leads, with status and sourceZoho CRM LeadsInsightly tool
Opportunities, stage, probabilityZoho CRM Deals, Stage, ProbabilityInsightly tool
Bid amount, bid type, bid durationMatching Deal fieldsInsightly tool
Tasks and eventsTasks and Events on the same recordsInsightly tool
UsersUsers, matched by emailInsightly tool
Opportunity pipelinesDeal pipelines, created before importRebuild
ProjectsZoho Projects projects, linked to the dealExport + API
Project milestones and tasksZoho Projects phases and tasksExport + API
Project pipelines and stagesZoho Projects custom statusesRebuild
Notes and filesNotes and attachmentsExport + API
Custom fieldsCustom fields, created during mappingExport + API
Custom objectsCustom modules on Enterprise or UltimateExport + API
Record links between objectsLookups and related listsRebuild
Workflow automationWorkflow rules, BlueprintRebuild
Reports and dashboardsZoho CRM and Zoho Projects reportsRebuild

03Projects keep running

How do live projects survive an Insightly migration?

Open projects move last, after delivery leads sign their sample, and Insightly stays readable the whole time. Counts must match on both the sales side and the project side before anyone switches.

From our founders

Moving sales data is the easy half. The harder half is a project manager mid-delivery who needs every task where they left it. Since opening in Glendale in 2025, through 300+ projects, we have learned to move delivery work on a quiet day, with that manager checking it.

Your Insightly account stays open, read-only, until you confirm.

Ikramul Karim & Khris KakosimidiCo-Founder & CEO · Co-Founder & CFO

A project lost its link to the deal

We compare against the read-only Insightly project and relink it before sign-off.

Tasks change during switch week

A catch-up pass picks up task, note and opportunity edits made after the full move.

Go-live day goes badly

Inside the rollback window in your BRD, teams return to Insightly while we fix it.

Your Insightly stays live until you say so

Validation reportSample report

InsightlyBeforeZohoAfterMatch
Organizations1,142Accounts1,142
Contacts4,086Contacts4,086
Leads2,931Leads2,931
Opportunities1,374Deals1,374
Projects212Zoho Projects212
Project tasks6,508Project tasks6,508
Deal-to-project links198Linked deals198

We don’t switch until these numbers match.

Sample numbers. Your report lists your own counts, plus projects your delivery leads pick for a spot check.

04Insightly estimator

How big is your Insightly migration?

Ballpark figures work. Projects and custom objects shape the size of the move more than contacts do.

Projects still in delivery at cutover?

Estimate only, not a quote

Standard Move

    05Who does what, and when

    When should your Insightly migration start?

    Enter the day your Insightly subscription renews. The planner sets a stopper date two weeks earlier and lays every step back from it in two lanes: what your team does, and what we do.

    Teams in Insightly
    Start by
    …
    Go-live
    …
    Stopper date
    …

      An illustration of the shape only: Insightly dates get fixed in the BRD, and every lane here assumes the slower end of each step.

      06Three sizes of move

      Insightly migration packages

      The deciding question is how much project work and custom data your account holds. Your package is quoted after the assessment.

      Quick Move

      CRM records, few projects

      • Opportunity pipelines set up first
      • Insightly connector run for the seven record types
      • Notes and files attached
      • Email reconnected per user
      • One online training session

      Fixed fee for the move, agreed in a signed BRD before the first import

      Standard Move

      Sales plus project delivery

      • Everything in Quick Move
      • Projects, phases and tasks into Zoho Projects
      • Each project linked to its won deal
      • Workflows rebuilt in Zoho CRM
      • Sample signed by sales and delivery

      One fee in your BRD, covering both the CRM side and the project side

      Complex Move

      Custom objects, live delivery

      • Everything in Standard Move
      • Custom objects rebuilt as custom modules
      • Live projects moved on a planned quiet day
      • Won-deal-to-project automation
      • Integrations reconnected

      A single fixed figure for the whole move, written into the signed BRD

      Start here

      Migration Assessment

      A paid review of your Insightly account, credited in full against the migration.

      • Record and project audit
      • Field map, custom objects included
      • Risk list and cutover plan
      • BRD with scope, dates and fee
      Ask about the assessment

      07The move as a project thread

      How does an Insightly to Zoho CRM migration run?

      Fifteen steps in five phases, told as the thread between your team and our project lead. Scroll and the next messages arrive; yellow notes show what happened in Zoho.

      Your team and the ETG project leadSample thread
      1. Phase 1 · Discover
      2. Your teamWe sell in Insightly and run delivery projects there too. Our plan renews in spring.
      3. ETG project leadThen we set the stopper date two weeks before that renewal and plan back from it.
      4. Plan Stopper date set, rebuild list started, fixed fee proposed
      5. Phase 2 · Agree
      6. ETG project leadThe Migration BRD is ready: every object, the project map and the counts we must match.
      7. Your teamSales and delivery heads have both signed it.
      8. Kickoff Access granted, Insightly edit freeze agreed, dates set per team
      9. Phase 3 · Build & sample
      10. Zoho CRM + Projects Pipelines, custom modules and project statuses built; review demo held
      11. ETG project leadSample is in: twenty deals and five projects. Can your leads check them?
      12. Your teamChecked. Signed off on both sides.
      13. Phase 4 · Move & test
      14. Full move Everything across, catch-up pass run, validation report counts match
      15. Your teamOur PMs found one task view they want changed.
      16. ETG project leadFixed before training. Each team trains on its own records.
      17. Phase 5 · Switch
      18. ETG project leadCutover is done ahead of the stopper date. Insightly is read-only now.
      19. Your teamEveryone’s settled. You can cancel Insightly.
      20. Decommission Full export kept, Insightly cancelled after your written OK

      1. Phase 1Steps 1 to 3

        Discover

        • 1 · Discovery call Free: teams, users, projects, plan
        • 2 · Timeline & renewal check Renewal date, exports, stopper date Migration only
        • 3 · Migration plan Order, rebuild list, fixed fee

      2. Phase 2Steps 4 to 7

        Agree

        • 4 · Migration BRD Objects, project map, checks, rollback; often from the paid assessment Migration only
        • 5 · Department sign-off Each SPOC plus your project owner Migration only
        • 6 · Kickoff Access, roles, edit freeze
        • 7 · Delivery schedule Dates set back from the stopper date

      3. Phase 3Steps 8 to 10

        Build & sample

        • 8 · Zoho setup CRM and Projects ready before data lands
        • 9 · Sample migration A slice of deals and projects Migration only
        • 10 · Sample sign-off Sales and delivery leads confirm Migration only

      4. Phase 4Steps 11 to 13

        Move & test

        • 11 · Full migration + catch-up Validation report with both counts Migration only
        • 12 · Testing Users work real records
        • 13 · Training By team, with manuals and recorded videos

      5. Phase 5Steps 14 to 15

        Switch

        • 14 · Cutover & go-live Insightly read-only, rollback window open
        • 15 · Hypercare & decommission Cancelled only after you confirm Migration only

      See the full migration process →

      08The first morning

      Day one after leaving Insightly

      Sales opens Zoho CRM and finds its deals in the same stages. Delivery opens Zoho Projects and finds each project with its phases, tasks and owners, plus a link back to the deal. Both apps share one Zoho sign-in.

      Where did my button go?Insightly → Zoho

      In Insightly you…In Zoho you…
      Open OpportunitiesOpen Deals in Zoho CRM
      Look up an OrganizationSearch Accounts
      Convert a leadConvert the lead in Zoho CRM
      Turn a won opportunity into a projectMark the deal won; the project is created in Zoho Projects
      Open a project’s milestonesOpen the project’s Phases in Zoho Projects
      Add a task to a projectAdd a task in Zoho Projects
      Link two recordsUse the lookup or related list
      Open a custom objectOpen its custom module tab
      Edit a workflowSetup, Automation, Workflow Rules

      09Worth switching?

      Why move from Insightly to Zoho CRM and Zoho Projects?

      Insightly is simple: one app holds the deal and the project. Teams outgrow it when projects need real scheduling, sales needs stage rules, or finance and support want the same records. Hover or tap a cell for the detail.

      One app for sale and deliveryTwo apps, linked deal to projectProjects live inside the CRM
      Project schedulingGantt, dependencies, timesheets, budgetsMilestones and tasks on a project record
      Stage rules on dealsBlueprint enforces each stepPipelines and automation, no enforced stage gate
      Licence price per userCRM from $14, Projects from $4, yearlyFrom $29, yearly
      Custom objectsCustom modules on Enterprise and UltimateCustom objects on upper plans
      Accounting, help desk, HRBooks, Desk and People from the same vendorOutside tools through integrations

      Zoho CRM editions and setup → Zoho Projects →

      10Three years of licences

      Insightly vs Zoho CRM and Zoho Projects licences

      Set your CRM users and how many of them run projects, then pick plans on both sides. Insightly includes projects in its CRM plans; on Zoho, project users need a Zoho Projects seat.

      Insightly plan
      Zoho CRM edition
      Zoho Projects plan

      Per user per month, billed yearly, US list prices.

      Insightly$0

      Zoho$0

      Difference per year
      $0
      Over three years
      $0

      The move itself is priced separately: one fixed Insightly migration fee in your signed BRD, so you can set it against this difference.

      Licence prices only. Taxes, add-ons and discounts vary.

      11Before you switch

      Insightly to Zoho CRM migration questions

      What owners and delivery leads ask before leaving Insightly. Running a large custom object or dozens of live projects? Tell us on the first call.

      Book a migration callRun the Insightly estimator →

      What doesn’t move from Insightly with Zoho’s connector?

      Zoho CRM’s Insightly tool covers organizations, contacts, leads, opportunities, tasks, events and users. Projects, notes, files, custom objects, record links, workflows and reports sit outside it. We move those records through export files and the API, and rebuild the logic in Zoho.

      Where do Insightly projects go?

      Into Zoho Projects. Each project is created there with its milestones as phases and its tasks, owners and due dates, then linked back to the Zoho CRM deal it came from so sales can still see delivery.

      Can a won deal still start a project automatically?

      Yes. Zoho CRM and Zoho Projects connect, and we set it up so a deal marked won opens its project from a template, much like converting an opportunity in Insightly.

      What happens to Insightly custom objects?

      They become custom modules in Zoho CRM, which need the Enterprise or Ultimate edition. We create the module and its fields first, then load the records and rebuild the links to accounts, contacts or deals.

      Is there downtime when we leave Insightly?

      Very little. Sales and delivery keep working in Insightly until a planned cutover window, a catch-up pass carries late edits, and the next morning starts in Zoho with Insightly open read-only.

      How long does an Insightly to Zoho CRM migration take?

      It depends on project volume, custom objects and automations more than contact count. Your Migration BRD holds a dated schedule set back from a stopper date before the Insightly renewal, so go-live is fixed before work starts.

      How much does an Insightly migration cost?

      Every move is a fixed fee under Quick, Standard or Complex Move. The first call is free. Bigger accounts often start with a paid Migration Assessment, credited in full against the migration, and the fee is written into a signed BRD.

      Who signs off the Insightly migration?

      Each team using Insightly, usually sales and delivery, names a point of contact who signs the Migration BRD and later their sample. Your project owner signs too, and every sign-off is recorded.

      What happens to our Insightly account after go-live?

      It stays readable through the rollback window and we keep a full export. You cancel Insightly only after you confirm both teams are settled, ideally before the renewal.

      12Getting started

      How an Insightly migration starts

      The first call is free. A paid Migration Assessment follows, and what you pay for it is credited in full against the move.

      We run Insightly moves online across the US, Canada and Latin America, and can train delivery teams in person around Los Angeles.

      1. Migration callSales, delivery and the renewal date you are working against
      2. Account walkthroughA screen-share of pipelines, projects and custom objects
      3. Migration AssessmentAudit, field map, risk list and cutover plan
      4. BRD sign-off Our promiseScope, schedule and one fixed fee, signed before any move

      Kickoff onward follows our usual migration track. See how we work →

      13Let’s talk

      Tell us what you’re building. We’ll map the fix.

      Book a free consultation with Elite Tech Global. We review your Zoho, AWS, Shopify or WordPress setup, show where AI / SI agents can save time, and agree the next step. If we work together, every requirement and a fixed price go into a signed BRD before the build starts.

      Real people, one team. Led by co-founders Ikramul Karim and Khris Kakosimidi, and a 40+ member team across Zoho, AWS and AI.

      Get your free consultation

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