Migrate from Bill4Time to Pipedrive

Bill4Time Client maps directly to Pipedrive Organization. We pull clientName as the org name, primary address fields into Pipedrive address fields, email into the primary contact email, and phone into the phone field. For clients that represent individual persons (sole practitioners), we map to a Pipedrive Person record linked to the Organization.

When Bill4Time Client records represent individual contacts rather than companies (detected by clientType or lack of company-level fields), FlitStack splits them into Pipedrive Person records. The Organization equivalent is created as a placeholder. Primary email, phone, and address migrate to the Person; clientName becomes the Person's name.

Bill4Time Project (called Matter in legal contexts) is the primary migration unit to Pipedrive Deal. projectName becomes the Deal title, description migrates to the Deal's summary field, and clientId is resolved to the target Organization. Project status (Open/Closed) maps to active/won/lost in Pipedrive. billingMethod (Hourly/Flat Fee/Contingency) is preserved as a custom field on the Deal.

Bill4Time time entries have no native Pipedrive object. FlitStack converts each time entry into a Pipedrive Activity (type=call or task) with the entryDate as the activity date, userName as the assigned user, and descriptionPublic as the activity note. Billable hours, hourly rate, and billing method are stored as custom fields on the Deal or as linked note attachments so the financial context is not lost.

Pipedrive has no native invoice or billing object. We create a Pipedrive Note on the associated Deal (project) capturing invoice number, invoice date, total amount, labor amount, expense amount, and paid status. This preserves the invoice history as a searchable reference without forcing non-existent fields. For clients needing full invoice preservation, we recommend pairing Pipedrive with a dedicated billing integration post-migration.

Bill4Time users map to Pipedrive users by email address match. fname and lname combine into the Pipedrive user's name field. userType (System Admin, Office Admin, Standard User, Limited User, Financial User) is preserved as a custom field on the Pipedrive user for access-control reference during setup. Active/Disabled status is honored.

Bill4Time Enterprise add-on custom fields (text, number, date, list, client list, user list) on Client, Project, Time Entry, and Invoice objects require pre-creation in Pipedrive before migration. FlitStack delivers a Pipedrive custom-field creation plan specifying field name, type, and entity target. Custom field values migrate as string or numeric values depending on type. JSON-embedded custom fields in Bill4Time's customFields property are flattened into individual custom fields in Pipedrive.

Bill4Time expense entries tracking out-of-pocket costs against a matter have no Pipedrive equivalent. We attach expense entries as Pipedrive Notes on the related Deal, capturing expense description, amount, date, and category. For clients requiring structured expense data, we surface this in the migration plan as a custom field set on the Deal object for post-migration use.

Bill4Time's accountManagerId on a Client record maps to the Pipedrive user who becomes the Deal owner of all Projects linked to that Client. Resolution is by email match against Pipedrive users. Unmatched account managers are flagged before migration and assigned to a fallback Pipedrive user or invited to the account first.

Bill4Time workflow templates (Legal Pro/Enterprise) governing task sequencing on matters do not have a Pipedrive equivalent. We export all workflow definitions as a structured JSON reference document and, if the client uses Zapier or Make (Make.com), we provide an automation reconstruction guide targeting Pipedrive Automations. This is a manual-rebuild item disclosed in the migration plan.