Migrate from Accelo to HighLevel

Discovery and migration scope definition

We audit the Accelo portal across the Sales module (Leads, Deals, Companies, Contacts), the Operations module (Jobs, Tasks, Time Entries), and the Support module (Tickets). We document custom field usage, active workflow configurations, retainer contracts, and invoice records. We pair this with a GoHighLevel sub-account review to identify the destination pipeline structure, required custom fields, and any existing data that may create dedupe conflicts. The discovery output is a written migration scope document that explicitly flags all records without a GoHighLevel equivalent (Retainers, Invoices, Time Entries) and the recommended handling strategy for each.

Custom field and pipeline schema design

We design the GoHighLevel schema before any data moves. This includes creating custom fields on Contact (for Accelo company metadata, industry, and retainer values), custom fields on Opportunity (for Job phase, milestone, and billable metadata), and pipeline stages aligned to Accelo's deal stages. Custom fields are created in the correct object context during this step to avoid the object-type lock issue. The schema is validated in a GoHighLevel test sub-account before production migration begins.

API pagination and export sequencing

We extract Accelo data in dependency order: first Contacts and Companies (no dependencies), then Deals (depends on Contacts and Companies for lookups), then Jobs and Time Entries (depends on Contacts for client resolution), then Tasks and Tickets. Each object is paginated via Accelo's REST API. We extract owner and staff records in parallel to build the Staff-to-User email mapping table before any record that requires owner resolution is imported into GoHighLevel.

Staff-to-User reconciliation

We extract every distinct Accelo Staff member referenced on Deals, Jobs, Tasks, Tickets, and Time Entries and match by email against GoHighLevel Users. Any Staff record without a matching GoHighLevel User goes to a reconciliation queue for the customer's admin to provision before migration continues. Owner resolution must be complete before Deals, Jobs, and Tasks import because GoHighLevel requires a valid assigned_to reference.

Production migration in record dependency order

We run production migration in this order: Users (provisioned manually, validated), Contacts (with company data mapped to company_name and address fields), Deals (with owner resolved and pipeline stage mapped), Jobs (as Opportunities with custom field metadata), Tasks and Tickets, then Time Entries (as Notes on the linked Contact or Opportunity). Each phase emits a row-count reconciliation report and a 10-record spot-check against the Accelo source before the next phase begins. Retainer and Invoice records are documented in a separate CSV inventory for the customer's billing admin.

Cutover, validation, and automation rebuild handoff

We freeze Accelo writes during cutover, run a final delta migration of any records modified during the migration window, then enable GoHighLevel as the system of record. We deliver the Workflow and automation inventory document mapping each Accelo workflow to a GoHighLevel Workflow trigger-action equivalent. We do not rebuild Accelo workflows as GoHighLevel automations inside the migration scope; that work is handled by the customer's admin or a GoHighLevel implementation partner. We support a five-day hypercare window to resolve reconciliation issues raised by the customer's team during initial GoHighLevel use.