Migrate from Bill4Time to Freshsales

Bill4Time clients map to Freshsales Accounts as the primary company record. Freshsales stores the billing_name in Account.Name and the contact-level email/phone on a linked Contact record. Multi-address clients store the primary billing address in Account.BillingAddress fields. Secondary addresses are captured in Account.ShippingAddress or noted in a custom field for reference during client communications.

The primary billing contact from a Bill4Time client (identified by the first listed contact or the account_manager contact) maps to a Freshsales Contact record linked to the Account. Additional client contacts are created as additional Contact records under the same Account.

Bill4Time Enterprise custom fields on the client profile (text, number, date, list, client-list, user-list types) are created as Freshsales custom fields on the Account object. List-type custom fields require Freshsales dropdown field creation with value-by-value mapping of the source list items.

Bill4Time projects map to Freshsales Deals representing the client matter or engagement. The Deal is linked to the Account (the migrated client) via the AccountId lookup. Project status (Open/Closed) maps to Freshsales Deal status fields. A Project's clientId resolves to the migrated Account record.

Bill4Time's billingMethod field (Hourly, Flat Fee, Percentage) has no native Freshsales equivalent. A Deal-level custom pick-list field called Billing_Method__c is created to capture this. The hourlyRateType and hourlyOverrideRate values from the project are stored in separate custom currency fields (Hourly_Rate_Type__c and Hourly_Override_Rate__c) on the Deal, preserving the project's billing configuration entirely.

Bill4Time Enterprise custom fields attached to the Project object are created as Freshsales custom fields on the Deal. Each custom field is type-mapped: text becomes Freshsales text, number becomes currency or number, list becomes dropdown. Custom fields configured on the Time Entry Screen and Expense Entry Screen are handled separately under the time-entry mapping section.

Freshsales has no native time-tracking object. Each Bill4Time time entry becomes a Freshsales Task with a custom subject (project name + entry date), the entry description stored in Task.Description, and custom fields for billable hours (Hours__c), billable amount (Billable_Amount__c), labor time (Labor_Time__c), and billable status (Is_Billable__c checkbox).

Any custom fields configured on the Bill4Time Time Entry Screen are created as Freshsales custom fields on the Task object. This includes litigation codes (ABA codes stored as a text field) and custom activity types. Each custom field is type-mapped: date fields become Freshsales date fields, number fields become Freshsales number fields.

Bill4Time users (timekeepers) map to Freshsales users by email match. The user's fname and lname populate Freshsales user display name fields. User type roles (System Admin, Office Admin, Standard User) are noted for the Freshsales admin to assign corresponding Freshsales roles after migration. Billable rate fields (billingRate, overtimeRate) are stored in custom user fields in Freshsales.

Bill4Time stores billingRate, overtimeRate, doubleRate, and payableRate on the user record. Freshsales has no native billing rate field on the User object, so these are stored in custom currency fields on the User: Standard_Billing_Rate__c, Overtime_Rate__c, and Double_Rate__c for reference during deal scoping.

Freshsales has no native invoicing module. Bill4Time invoices (including status, amount, laborAmount, expenseAmount, paidStatus) are summarized in a structured PDF or CSV attachment stored on the Account record, with the key financial fields also recorded in a custom Note for reporting continuity. The full invoice history does not migrate as structured data.

Bill4Time expense entries map to Freshsales Tasks linked to the same Account and Deal as the parent project. A custom expense flag field (Entry_Type__c = 'Expense') distinguishes them from time-entry tasks. Expense amount and category are stored in custom fields. The expense description maps to the Task description.

Bill4Time's client portal (LawPay, PayPal, Stripe integration for online invoice payments) has no Freshsales equivalent. Client portal configuration is exported as a setup reference document. Freshsales does not include a client-facing portal for invoice viewing or payment, so this process must be re-evaluated against Freshsales integrations or a separate portal tool.

Bill4Time workflow templates (repeatable task automation) do not have a migration path to Freshsales. The template definitions are exported as JSON and a mapping document is provided to the Freshsales admin for rebuild using Freshsales Workflows, which support event-based triggers and lookup-field conditions across standard and custom modules.