Migrate from Bidtracer to HighLevel

Audit both platforms and build the migration plan

We review your Bidtracer CRM data, bid records, custom fields, and owner structure. We inventory estimating module usage (BAC, Security, Engineering), file attachments, and any bid-specific workflows. On the HighLevel side, we confirm your pipeline and stage configuration, identify required custom fields and custom objects, and verify user accounts for owner resolution. This audit produces a field-level mapping document and a custom object design for estimating data before any data movement begins.

Create HighLevel custom fields and custom objects

Before importing data, we create the custom fields on contacts and opportunities in HighLevel—Trade_Type__c, Scope__c, Estimating_Stage__c, Estimate_ID__c, Bid_Type__c, and Invited_Subcontractors__c. We also create the custom object schema for estimating data, defining the relationship to opportunities. If trade type value mappings need alignment, we propose the standardized pick-list for your approval during this phase so the schema is ready before validation runs.

Resolve owners and export Bidtracer data

We match Bidtracer owner email addresses against HighLevel user accounts. Unmatched owners are flagged for your team to either create a HighLevel user or assign their records to a fallback owner. Once owner resolution is confirmed, we export Bidtracer contacts, companies, bids, and attachment metadata as CSV files. For estimating data, we extract the structured records and serialize nested line items for the custom object. All exported files are validated for encoding issues, missing required fields, and inconsistent trade type values before transformation.

Transform data and run a sample migration

Exported CSV files are transformed to match HighLevel's bulk import format. Bid statuses map to pipeline stage IDs, trade types map to custom pick-list values, and estimating data populates the custom object. A representative sample of 50–200 records (spanning contacts, companies, bids, and estimating entries) migrates first. We generate a field-level diff so you can verify trade type mapping, bid status routing, owner resolution, and estimating data placement before the full run commits.

Execute full migration with delta-pickup window

The full dataset loads into HighLevel. A delta-pickup window (typically 24–48 hours) captures any Bidtracer records created or modified during the cutover so HighLevel reflects Bidtracer's final state at go-live. All file attachments are exported from Bidtracer, uploaded to HighLevel, and linked to the corresponding opportunity records. An audit log records every operation. If reconciliation reveals discrepancies, one-click rollback reverts the migration so your team can address issues and re-run.

Deliver export-for-rebuild reference and post-migration handoff

We deliver a PDF export of Bidtracer workflow definitions for your HighLevel admin to reference during rebuild in the Workflow builder. The migration summary report includes record counts per object, custom field population rates, and any records that landed in an exception state requiring manual review. Your team receives a 30-minute handoff walkthrough covering the HighLevel layout, pipeline configuration, and how to access migrated estimating data from the custom object.