Migrate from Bill4Time to HubSpot

Bill4Time clients map directly to HubSpot Companies. Client name becomes Company name, billing address maps to address fields, and the account manager is resolved by email to a HubSpot user. Bill4Time customFields (Enterprise) are translated into HubSpot custom properties on the Company, preserving data types such as text, number, and list. Client status (Active/Disabled) becomes a custom property for filtering.

Bill4Time users map to HubSpot Contacts. First name, last name, email, phone, and address fields map directly. User type (System Admin, Office Admin, Standard User, Limited User, Financial User) becomes a HubSpot custom property — your HubSpot admin assigns roles based on this field after migration.

Bill4Time projects map to HubSpot Deals. Project name becomes Deal name, client maps to the HubSpot Company by clientId resolution, and the projectDueDate maps to CloseDate. Billing method (Hourly, Flat Fee, Percentage) and hourly override rate become HubSpot custom properties on the Deal.

Bill4Time time entries become HubSpot Notes with custom properties for billable hours, billable amount, and activity type. Entry date becomes the Note timestamp. Private description is stored as an internal custom property flag — not surfaced in HubSpot's standard timeline views.

Bill4Time invoices merge into a HubSpot Deal (header: client, invoice date, status, paid status) with a Line Item for labor and expense totals. Invoice status (prebill/finalized) and paid status (Partially Paid, Unpaid, Paid) become custom pick-lists on the Deal. The original Bill4Time invoice ID is stored as a custom field for payment reconciliation.

Bill4Time expense entries have no native HubSpot equivalent. Expenses migrate as HubSpot Notes on the associated Company or Deal, with custom properties for expenseAmount, expenseType, and the original expense date. Your team can query expenses by filtering Notes that have hs_expense_amount__c populated.

Bill4Time Enterprise custom fields on any object become HubSpot custom properties on the equivalent object. Text, Number, and Date fields map directly. List-type custom fields become HubSpot enumeration (pick-list) properties with values preserved. Client-list and User-list types resolve by ID to the migrated HubSpot Company or Contact.

Bill4Time user rates — billingRate, overtimeRate, doubleRate, payableRate, and payableRateOvertime — have no native HubSpot equivalent. FlitStack creates Number-type custom properties on each Contact record for every rate, using property names such as b4t_billing_rate__c and b4t_overtime_rate__c. This preserves the numeric values so your HubSpot admin can reference them in deal calculations, automation workflows, or custom reporting.

Bill4Time project.assignedTo holds a userId — resolved by email to the migrated HubSpot user. If no HubSpot user matches, the project owner is flagged as unmapped and assigned to a fallback HubSpot user. Time entry userId resolves the same way to associate entries with contacts.

Bill4Time client portal settings, including LawPay or Stripe integration, online payment preferences, and portal access rules, are not exportable via the Bill4Time API. FlitStack records the configuration details for each setting so your team can manually recreate them in HubSpot's payment settings and portal configuration. HubSpot's client portal for service tickets is a separate implementation scope and requires independent setup.

Bill4Time workflow templates automate repeat task creation and routing — these definitions are not exposed via the Bill4Time API. FlitStack cannot extract them for migration. We recommend documenting your active templates manually and rebuilding them as HubSpot workflows post-migration using HubSpot's workflow builder.

Bill4Time time entries carry ABA litigation codes for legal billing compliance. These codes have no HubSpot native equivalent. FlitStack migrates litigationCode and litigationCodeDesc as custom text properties on the associated Note so your legal billing team retains the reference in HubSpot.