Migrate from Bilr to HighLevel

Bilr's client records map directly to HighLevel contacts. Primary contact fields (name, email, phone) transfer as-is. The client's billing address migrates to the contact's address fields. Additional client metadata (e.g., billing terms, tax ID) persists as custom fields on the HighLevel contact record.

For B2B Bilr setups where a client represents a law firm or accounting practice, the client can also map to a HighLevel Company. We create both a Company record (for firm-level data) and a Contact record (for the primary billing contact) and link them via HighLevel's contact-company association model.

Bilr Matters have no native HighLevel equivalent. We create a 'Matter' custom object in HighLevel with fields for Matter Name, Client (linked Contact), Status, Practice Area, UTBMS category codes, and billing arrangement. HighLevel allows up to 10 custom objects per sub-account; Matter occupies one of those slots.

Time entries carry structured data (date, duration, UTBMS code, description, billable flag) that doesn't fit any standard HighLevel object. We create a TimeEntry custom object linked to the parent Matter. Original timestamps and UTBMS codes are preserved in custom fields for reporting continuity.

HighLevel has no native invoice object. We surface Bilr invoices as a custom 'Invoice' object containing invoice number, date, amount, status, line items, and a link to the parent Matter. Invoice PDFs are re-uploaded to HighLevel's file storage and linked to the Invoice record.

Bilr staff accounts resolve to HighLevel users by email match. Unmatched users are flagged before migration so your team can provision HighLevel seats or assign their records to a fallback owner. Billing-rate-per-user fields on Bilr map to a custom 'Hourly_Rate__c' field on the User record for reference.

Any Bilr custom properties on clients (e.g., 'Billing Terms', 'Referral Source') get created as custom fields on the HighLevel Contact object. Field types are inferred from Bilr's data (text, number, picklist) and validated before the migration run to avoid HighLevel's type-mismatch errors.

Bilr matter-level custom properties—such as 'Practice Area', 'Court', 'Opposing Counsel', or 'Billing Arrangement'—map to custom fields on the Matter custom object in HighLevel. These preserve the structured metadata your team used to categorize, filter, and report on matters in Bilr. During migration, FlitStack infers field types from Bilr's data (text, picklist, date) and validates the mappings against HighLevel's field-type constraints to prevent type-mismatch errors when records load.

Bilr UTBMS task and expense codes are legal-industry standardized categories. We preserve them as a pick-list custom field (UTBMS_Category__c) on TimeEntry records. The full code set is reviewed against HighLevel's pick-list length limits; long codes are abbreviated per your specification.

Bilr's trust-accounting flag has no native equivalent in HighLevel because HighLevel lacks an accounting module, ledger, or trust-reconciliation feature. FlitStack preserves the flag as a boolean custom field (Trust_Account__c) on the Contact record, marking accounts that require separate trust handling. Your HighLevel admin reviews contacts with Trust_Account__c enabled and establishes a post-migration process—typically within a dedicated legal accounting platform like LeanLaw or CosmoLex—to manage trust funds going forward.

Bilr file attachments on clients, matters, or invoices are downloaded from Bilr's storage and re-uploaded to HighLevel's file storage with appropriate record linkage. Each file links to the relevant Contact, Matter, or Invoice record based on its Bilr parent object. File size limits apply per HighLevel's platform constraints, and files exceeding those limits are flagged for manual review. FlitStack preserves original filenames and download timestamps to maintain document organization during the transition.