Migrate from aACE to HighLevel

aACE Accounts are the primary customer and vendor records holding billing terms, payment terms, and contact references. We map them 1:1 to GoHighLevel Contacts, using the Account's primary contact name as the Contact's first and last name, and the Account's main email and phone as Contact fields. Company name becomes the Contact's company name. We preserve the aACE Account's unique ID in a custom field aace_account_id__c for reconciliation.

aACE Accounts without a named individual contact (B2B business accounts) map to GoHighLevel Contacts with the company name populated in the Company field and no personal name fields filled. These serve as organization-level records for pipeline and task association.

aACE supports multiple locations per Account, each with its own address. We migrate the primary billing location as the Contact address in GoHighLevel. Secondary locations are stored as a JSON blob in a custom field aace_locations__c on the Contact, flagged for the customer to configure as separate Contact records or address custom fields based on operational need.

aACE Sales Orders are the transactional core linking a Customer Account to Line Items and spawning Invoices and Purchase Orders. We map active Sales Orders to GoHighLevel Opportunities in a custom pipeline named 'Orders' or 'Projects', preserving the order total as the Opportunity value, the order status as a custom stage, and the aACE order number in a custom field aace_order_id__c.

aACE line items (Item SKU, quantity, unit price, description) are serialized as a JSON array and stored in a custom Opportunity field aace_line_items__c. This preserves the item detail without requiring a separate Product2 and Pricebook configuration. Customers with complex pricing or recurring line-item reporting needs may choose to configure GoHighLevel Products separately.

Open A/R Invoices with outstanding balances are mapped to GoHighLevel Opportunities in a 'Invoiced' or 'Closed Won' stage with the invoice amount as the Opportunity value and the due date as a custom field aace_invoice_due__c. Fully paid historical invoices are stored as Notes attached to the parent Contact or Opportunity, preserving invoice number, date, and amount for audit purposes.

aACE Purchase Orders link to Items, Vendors, and the originating Sales Order. Vendor-linked POs are re-modeled as GoHighLevel Opportunities in a 'Vendor Orders' pipeline with a tag 'Vendor-Order', or as tagged Notes on the related Contact. Partial receipts are flagged with a custom status field aace_po_status__c.

aACE Projects hold job headers and link to Tasks, Time entries, and billing records. We map active Projects to GoHighLevel Opportunities in a custom 'Projects' pipeline with stage, assigned user (resolved via email match), and a custom field aace_project_id__c. High-volume task records linked to Projects migrate as GoHighLevel Tasks tagged with the Project Opportunity.

aACE Tasks linked to Projects, Accounts, or Orders map to GoHighLevel Tasks. We preserve task subject, status (OPEN, WAITING, COMPLETED), priority, due date, assignee (resolved via email match to GoHighLevel User), and any custom flag fields. Tasks without a parent link attach to the Contact record. aACE's FileMaker-based task export runs in batches under the migration user account.

aACE Employee records hold name, department, and role data. We match active Employees to GoHighLevel Users by email address during migration. Any aACE Employee without a matching GoHighLevel User is held in the reconciliation queue for the customer's admin to provision the GoHighLevel user account before cutover.

aACE tenants frequently add custom fields to standard objects for unique business processes. There is no metadata API to enumerate these automatically. We request the customer's FileMaker layout definitions during scoping, build the complete field list, and recreate each custom field in GoHighLevel as a Contact or Opportunity custom field of the matching type. Custom fields that have no GoHighLevel equivalent are written as text or JSON fields to prevent silent data loss.