Migrate from Bilr to HubSpot

Bilr clients contain firm-level data (firm name, address, industry) and individual contact data (billing contact, attorney). We split these: firm details become a HubSpot Company record, and the primary billing/contact becomes a HubSpot Contact associated to that Company. Secondary contacts from Bilr migrate as additional Contact records linked to the same Company.

Bilr matters map to HubSpot deals. The matter name becomes the deal name, the matter number is stored as Source_Matter_Number__c, and the matter type (hourly, flat-fee, contingency) becomes a custom pick-list property on the deal. Each matter-type may map to a different HubSpot deal pipeline if the firm uses separate billing workflows per type.

Bilr time entries are billable activity records with date, duration, description, rate, and amount. We map these to HubSpot Tasks with the original timestamps preserved. Billing rate and amount migrate as custom number fields on the task so the financial context is available in HubSpot reports even though HubSpot does not natively handle legal billing.

Bilr invoices carry invoice number, date, amount, status, and line items. HubSpot has no native invoice object at the CRM tier, so we create a Legal_Invoice__c custom object with fields for invoice number, amount, status, and a lookup to the associated deal (matter). Invoice line items are stored as a multi-line text field or JSON blob on the invoice record.

Bilr tracks trust account balances per client, including IOLTA account balances and pending disbursements. HubSpot has no trust accounting model. We preserve this data as custom number fields on the HubSpot contact: Trust_Balance__c and IOLTA_Balance__c. Firms using this data for billing decisions should connect HubSpot to a dedicated legal accounting tool post-migration.

Bilr expense records have a cost component (what the firm paid) and a billing component (whether it can be passed to the client). We split these: the expense metadata becomes a Legal_Expense__c custom object linked to the matter deal, and any billable expenses with client-facing descriptions also generate a HubSpot Task for tracking the reimbursement workflow.

Bilr users (attorneys, paralegals, admins) are matched to HubSpot users by email address. The mapping preserves the user's role in Bilr as a custom pick-list property on the HubSpot user so reporting can filter by attorney or staff type. If a Bilr user has no HubSpot account, their records are assigned to a fallback owner flagged for admin review.

Bilr file attachments on matters (contracts, correspondence, invoices) are downloaded and re-uploaded to HubSpot Files associated with the corresponding contact or deal record. File size limits apply — HubSpot caps files at 25MB. Larger documents are flagged for manual re-upload to HubSpot's file library.

Bilr notes on clients and matters migrate as HubSpot Notes. Original create timestamps and the author (Bilr user) are preserved in HubSpot's note metadata. Notes are associated to the corresponding contact or deal based on where they were recorded in Bilr.

Bilr billing rules and attorney rate tables define how time entries are priced per matter type or client. HubSpot has no native billing-rule engine. We export the rate table as a reference CSV for manual reconfiguration in HubSpot Workflows or a connected billing integration. This data does not migrate as live records.