Migrate from Bill4Time to monday CRM

Bill4Time Client records map to Monday CRM Person Items on your main CRM board. The client's primary contact fields (name, email, phone, address) become standard Person column types. The accountManagerId maps to a Team Member column for assigned owner. Client Type and billingRateType become custom columns.

Bill4Time billing fields — billingRateType, billingFlatRate, overtimeBillingFlatRate, and clientType — do not have native Monday CRM equivalents. We split these into separate Number and Text columns on the Person Item. These become reference fields your team uses when creating Invoices or billing subitems.

Bill4Time Projects map to Items on your Monday CRM board, specifically using the Deal column set or a custom Project-type board. Project fields like projectName, description, projectType, and billingMethod become Item columns. The clientId links to the mapped Person Item via a Connect Column or lookup reference.

Bill4Time Project records include hourlyRateType, hourlyOverrideRate, and hourlyOvertimeOverrideRate — these split into separate Number columns on the Monday Deal Item. Monday's Number column type supports decimal precision for hourly rate storage without transformation. Each rate type maps to a dedicated column to maintain billing rate granularity at the project level for accurate time entry calculations.

Each Bill4Time Time Entry becomes a Monday Subitem nested under its parent Project Item. The Subitem captures entryDate, billableTime, laborTime, billableAmount, activityType, and description fields. Monday's Subitem structure preserves the parent-child relationship Bill4Time models natively. Original createDate migrates as a custom Date column.

Bill4Time's isBillable boolean maps to a Monday Checkbox column on the Time Entry Subitem. This preserves billing eligibility in the migrated records without requiring additional logic. The checkbox state transfers directly as true/false, allowing your team to filter Subitems by billable status within Monday's board view immediately after migration completes.

Bill4Time litigationCode and litigationCodeDesc fields migrate as Text columns on the Subitem. These are preserved as reference data for legal practices that require ABA litigation code tracking — Monday has no native equivalent, so the text value transfers as-is. The full litigation code string and its description populate as separate text fields on each time entry Subitem for audit trail completeness.

Bill4Time Invoices do not have a direct Monday CRM equivalent — Monday has no native invoice generation module. We create Invoice reference Items on a separate Invoice board linked to the Project Item via a Connect Column. Invoice fields (invoiceDate, invoiceAmount, paidStatus) become Item columns; line-item details are preserved as a linked sub-board or rich-text summary.

Bill4Time paidStatus values ('Paid', 'Unpaid', 'Partially Paid') map to Monday Status column options. Prebill status maps to a separate 'Draft' status option. This value mapping ensures payment state translates correctly into Monday's Status column behavior. Each invoice Item displays its current payment state as a colored status tag, allowing teams to filter and track outstanding balances at a glance within the Invoice board.

Bill4Time User records map to Monday Team Members for owner resolution. We match by email — Bill4Time's email field resolves to a monday.com user by email lookup. Unmatched users are flagged before migration. User fields (fname, lname, userType, department, billingRate) become custom columns on a Staff board for reference.

Bill4Time billingRate, overtimeRate, doubleRate, and payableRate map to Number columns on the Staff board. Monday's Number column type natively supports storing monetary values and rate figures for administrative tracking purposes. These fields become reference columns your finance team can view on the Staff board without impacting Monday's native CRM functionality.

Bill4Time Enterprise-add-on custom fields (Text, Number, Date, List, Client List, User List types) map to Monday custom columns of the corresponding type. We create the Monday column first, then populate values per record. List-type fields use Monday's Dropdown column with options matched value-by-value.

Bill4Time document attachments (linked to Client or Project) re-upload to Monday Files attached to the corresponding Item. We preserve the original file name and upload date. Monday's file storage limits apply — large files are flagged if they exceed account storage allocation.

Bill4Time workflow templates and automation rules do not migrate. Monday CRM uses a recipe-based automation builder with different trigger/action semantics. We export your Bill4Time workflow definitions as a reference document so your Monday admin can rebuild them using Monday's automation infrastructure.