Migrate from Bill4Time to Salesforce Sales Cloud

Bill4Time client maps to Salesforce Account with clientName → Account Name, address fields, phone, email, and city/state/country as standard address fields. Multi-contact clients get one Account with primary Contact record; additional contacts as related Contact records under the Account. If the client has multiple office locations, each location can be represented as a separate Address record on the Account, preserving geographic detail for reporting and routing.

Bill4Time client-level contact information (primary email and phone) maps to the primary Salesforce Contact on the Account. For clients with multiple billable contacts, additional Contact records are created under the Account with role and relationship data stored in a custom field.

Bill4Time Project has no direct Salesforce equivalent — Opportunities track deals, not project-matters. We create a custom Time_Entry__c object in Salesforce to preserve the full Bill4Time project context including projectName, projectType, billingMethod, and hourlyRateType as custom fields on the object.

Bill4Time project.clientId (numeric ID) resolves to the Salesforce AccountId on the Time_Entry__c custom object. The Account must exist first, so we sequence Client migration before Project migration to ensure foreign-key resolution succeeds. This ensures referential integrity, allowing roll‑up summaries on the Account for all related time entries.

Bill4Time project.assignedTo (user ID) resolves to Salesforce OwnerId by email match against Salesforce User records. Unmatched users are flagged before migration — their time entries land on a fallback Salesforce User or in an Unassigned__c custom field for post-migration resolution.

Each Bill4Time time entry becomes one Salesforce custom Time_Entry__c record. The entryDate, billableTime, laborTime, travelTime, billableAmount, activityType, rateType, and isBillable fields migrate as custom fields on the object. The Time_Entry__c record links to the Account (via Project) and the User (Owner) via lookups.

Bill4Time expenses map to a custom Expense__c object with expenseDate, expenseType, expenseAmount, isBillable, and invoiceId (lookup to Invoice mapping) as custom fields. Expenses without an invoice attach to the Project as a related custom record. Each expense record can also store a description, receipt attachment, and category. Linking expenses to the corresponding invoice via invoiceId ensures billing traceability, while unlinked expenses are grouped under the project for reporting.

Bill4Time Invoice maps to a Salesforce Opportunity representing the billing event. invoiceAmount becomes Opportunity.Amount; invoiceDate becomes CloseDate; invoice status (prebill) maps to stage Open, finalized to Closed Won. The paidStatus (Paid/Unpaid/Partially Paid) stores as a custom Opportunity field. Note that Salesforce has no native invoice object — accounts receivable logic must be handled outside Salesforce or via a custom Invoice object.

Bill4Time separates invoiceAmount into laborAmount and expenseAmount. Both values migrate as custom number fields on the Salesforce Opportunity so the original billing breakdown is preserved even though Salesforce aggregates them into a single Amount field for pipeline reporting. These custom fields, named Labor_Amount__c and Expense_Amount__c, can be used in formula fields, report summaries, and dashboards to calculate profit margins, enforce billing thresholds, and provide visibility into the composition of opportunity.

Bill4Time Users map to Salesforce Users by email address. BillableRate, overtimeRate, doubleRate, and payableRate store as custom fields on the Salesforce User record. UserType (System Admin, Office Admin, Standard User, Limited User, Financial User) maps to a custom Salesforce Role field or Profile assignment guidance for your admin.

Bill4Time users who are also billable attorneys or contractors (Standard User type) and who have client-facing roles get a Salesforce Contact record on the relevant Account alongside their User record. This preserves their user identity and their contact relationship simultaneously.

Bill4Time custom fields on Client Profile, Project/Matter Profile, Time Entry Screen, Expense Entry Screen, and Invoice Details Page each create a corresponding Salesforce custom field on the appropriate object (Account, Time_Entry__c, Expense__c, Opportunity). Field data types (Text, Number, Date, List) map to Salesforce Text, Number, Date, and Picklist types respectively. List values map to Picklist values in Salesforce.

Bill4Time file attachments on clients, projects, or invoices re-upload to Salesforce Files linked to the corresponding Account, Time_Entry__c, or Opportunity record. File size limits (Salesforce default 25MB per file) apply; inline images in Bill4Time notes are downloaded and re-hosted in Salesforce Files.

Bill4Time workflows and templates have no Salesforce equivalent in the migration data — the Bill4Time API is read-only and does not expose workflow definitions. FlitStack exports workflow structure documentation from Bill4Time settings as a rebuild reference for your Salesforce admin or consultant to recreate in Flow.

Bill4Time Client Portal (with LawPay, PayPal, Stripe integration) has no direct Salesforce equivalent. Client portal access and online payment setup must be rebuilt in Salesforce Experience Cloud or a separate client portal tool. Invoice data migrates to Salesforce so portal rebuild has the underlying records.