How long does a Case UI to HighLevel migration take?

Most Case UI to HighLevel migrations complete within 48 to 72 hours for implementations with fewer than 25,000 total records. Larger practices with 100,000 or more records, or those with extensive custom field configurations and complex matter types, typically extend to 5 to 10 business days for the full migration run. The upfront planning phase — which includes configuring HighLevel pipeline stages and resolving staff member assignments — typically requires 2 to 3 business days before migration data movement begins.

Will my Case UI task automations and notification rules migrate to HighLevel?

No. Case UI task-automation rules, email notification triggers, and status-change notification rules do not transfer to HighLevel. These automations run on Case UI's proprietary rule engine and have no equivalent mechanism in HighLevel's Workflows builder. We document your complete set of existing automations as a structured reference file so your team can systematically rebuild them as HighLevel workflows after the migration is complete.

What happens to Case UI matter statuses in HighLevel?

Case UI matter statuses including Open, Pending, On Hold, and Closed map directly to HighLevel pipeline stages in your configured pipeline. Your administrator must pre-create pipeline stages in HighLevel that correspond to your specific matter lifecycle before migration begins. We deliver a detailed stage-mapping plan during the planning phase so the stage configuration is verified and ready before any records land in the HighLevel system.

Can I migrate Case UI custom fields to HighLevel?

Yes. Any custom fields configured on Case UI matters — such as practice area classifications, referral source tracking, court jurisdiction, or any other custom attribute — are created as custom fields on the HighLevel opportunity object. We map the field type (pick-list, text, date, number, or currency) to the equivalent HighLevel field type during migration. Standard fields like matter name, status, and dates map directly without requiring custom field creation.

What happens to Case UI documents and attachments?

Documents attached to Case UI matters are re-uploaded to HighLevel Files and linked to the corresponding opportunity record. Files that fall under HighLevel's 25MB per-file limit migrate automatically through the standard migration path. Files exceeding 25MB are flagged for manual upload — which is common with large scanned briefs, depositions, or multimedia exhibits. We provide a detailed flagged list of all oversized files during the pre-migration audit for your team to handle separately.

Does the migration affect my Case UI account during the cutover?

No. FlitStack AI uses read-only access credentials on Case UI throughout the entire migration process. Your team continues working in Case UI without any interruption during the cutover period. A 24 to 48 hour delta-pickup window at the end captures any matters, contacts, tasks, or calendar events that were created or modified in Case UI during the cutover so HighLevel reflects the final state of your data at go-live.

What happens to my Case UI billing and time-entry data?

Case UI billing records, time entries, and invoice history have no native equivalent object in HighLevel. We migrate time-entry totals and billing amounts as custom numeric fields on the opportunity record for reference. However, detailed invoice history, trust account balances, and rate schedules do not transfer to HighLevel. Practices requiring full billing functionality after migration should evaluate HighLevel-compatible billing integrations or plan to maintain a separate billing system for ongoing financial tracking.

Case UI to HighLevel Migration — Field-Level Mapping & Rollback

Overview

What this migration involves

Case UI organizes legal work around Matters (cases), Clients, Contacts, Documents, Tasks, and Calendar events. HighLevel models everything as Contacts, Companies, Opportunities (pipeline deals), Tasks, and Appointments — with a separate Workflows engine for automation. The migration carries Case UI Clients into HighLevel as either Contacts or Companies (your choice based on your billing model), Cases migrate as Opportunities with a custom case-number field, Documents re-upload to HighLevel Files, and Tasks map directly to HighLevel Tasks. Custom fields from Case UI become custom fields in HighLevel. The biggest translation work is the case-status-to-pipeline-stage mapping: HighLevel requires you to pre-build pipeline stages that match your matter lifecycle before data lands. Workflows, templates, and automation logic do not migrate — FlitStack documents your existing automations so your team can rebuild them in HighLevel's Workflows builder. We use HighLevel's Bulk Actions CSV export for large datasets and the HighLevel API for custom field creation and relationship resolution.

Field-level fidelity

Every standard and custom field arrives verified.

Schema-aware mapping

AI proposes the map; you confirm before any record moves.

Relationships preserved

Parent–child, lookups, and ownership stay linked.

Full activity history

Calls, emails, meetings — with original timestamps.

Attachments & notes

Documents, uploads, and inline notes move with the record.

Why teams make this switch

Two sides of the same decision

Leaving

Case UI

What's pushing teams away

Small law firms report outgrowing the platform when they need advanced integrations, custom workflows, or multi-office support that Case UI does not provide.
Lack of public API documentation makes Case UI difficult to connect with third-party tools, forcing firms to manually export and re-enter data when workflow needs change.
Users with complex practice areas report that the platform lacks depth in features like advanced reporting, conflict checking, or specialized litigation tools.
On-Premise customers who lack dedicated IT staff struggle with self-managed security updates and backups, leading some to move to fully managed alternatives.

Choosing

HighLevel

What's pulling them in

Agencies choose HighLevel to consolidate CRM, email, SMS, scheduling, and funnels into one subscription, eliminating monthly bills for five to ten separate SaaS tools they previously stitched together.
The flat-rate pricing model bills per sub-account rather than per contact, so growing a contact database from 1,000 to 100,000 records does not trigger a billing surprise—a common pain point avoided by migrating customers.
White-label and sub-account capabilities let agencies resell HighLevel access to their own clients, turning a software cost center into a recurring revenue stream that justifies the subscription.
The platform ships a 14-day free trial with no credit card required, giving teams a low-friction entry point to validate fit before committing to the $97/month Starter tier.
Marketing agencies managing multiple client accounts use sub-accounts to maintain data isolation per client while operating under a single agency billing relationship with HighLevel.

Object mapping

How Case UI objects map to HighLevel

Each row shows how a Case UI object lands in HighLevel, including any object-level transformations, lookup resolution, or schema-design dependencies.

Typical mapping — final map is confirmed during the sample migration step.

Case UI

Contact

maps to

HighLevel

Contact

1:1

Fully supported

Case UI contacts map directly to HighLevel contacts with full fidelity. Names, phone numbers, email addresses, and postal addresses transfer as-is without transformation. Primary contact status flags and client association markers migrate as custom checkbox fields on the contact record for future reference and filtering purposes.

Case UI

Client

maps to

HighLevel

Company

1:1

Fully supported

Case UI clients (the primary billing entity) map to HighLevel companies. Client name, address, industry classification, and contact information transfer directly. Firms that bill matters to individual clients rather than business entities should map Clients to Contacts instead to preserve their billing model accurately.

Case UI

Matter (Case)

maps to

HighLevel

Opportunity

1:1

Fully supported

Case UI matters map to HighLevel opportunities in your primary pipeline. The matter number becomes a custom text field (Matter_Number__c) for traceability and cross-referencing. Case status values (Open, Pending, Closed, On Hold) map to your pre-configured pipeline stages in HighLevel, which your admin establishes during the planning phase.

Case UI

Matter Status

maps to

HighLevel

Pipeline Stage

1:1

Fully supported

Each Case UI matter status pick-list value maps to a corresponding HighLevel pipeline stage. This one-to-one mapping is validated during the sample migration phase and we flag any statuses with no direct equivalent for your administrator to resolve before the full migration runs.

Case UI

Document

maps to

HighLevel

File

1:1

Fully supported

Documents attached to Case UI matters re-upload to HighLevel Files, linked to the corresponding opportunity record. File size is capped at HighLevel's 25MB per file limit — any oversized documents are flagged during the pre-migration audit for manual review and alternative handling.

Case UI

Task

maps to

HighLevel

Task

1:1

Fully supported

Case UI tasks migrate as HighLevel tasks with original due dates, assignees, task descriptions, and priority levels preserved. Completed status and completion timestamps transfer directly. Tasks linked to specific matters connect to the migrated opportunity record automatically via the matter reference field.

Case UI

Calendar Event

maps to

HighLevel

Appointment

1:1

Fully supported

Case UI calendar events with a date, time, duration, location, and attendee list map to HighLevel appointments. Original start and end times and the complete invitee list are preserved during migration. Recurring events generate individual appointment records for each occurrence.

Case UI

Time Entry / Billing Record

maps to

HighLevel

Custom Field or Note

1:1

Fully supported

Case UI time entries and billing records have no native equivalent in HighLevel. We migrate time-entry totals as a numeric custom field on the opportunity record and preserve detailed billing records as a note attachment for reference. Practices needing full billing functionality after migration should evaluate HighLevel-compatible billing integrations.

Case UI

Custom Field (Matter)

maps to

HighLevel

Custom Field (Opportunity)

1:1

Fully supported

Any custom fields configured on Case UI matters (such as Practice Area, Referral Source, Court Jurisdiction, or case-specific attributes) create as custom fields on HighLevel opportunities. Field type mapping applies — pick-lists, text, date, numeric, and currency fields translate to their equivalent HighLevel field types during migration.

Case UI

User / Staff Member

maps to

HighLevel

User

1:1

Fully supported

Case UI staff members map to HighLevel users by email address. We match on email for owner resolution across records. Any unmatched staff members are flagged before migration runs so your administrator can either invite them to join HighLevel or designate a fallback owner for their records.

Case UI	HighLevel	Compatibility
Contact	Contact1:1	Fully supported
Client	Company1:1	Fully supported
Matter (Case)	Opportunity1:1	Fully supported
Matter Status	Pipeline Stage1:1	Fully supported
Document	File1:1	Fully supported
Task	Task1:1	Fully supported
Calendar Event	Appointment1:1	Fully supported
Time Entry / Billing Record	Custom Field or Note1:1	Fully supported
Custom Field (Matter)	Custom Field (Opportunity)1:1	Fully supported
User / Staff Member	User1:1	Fully supported

Gotchas + challenges

What specifically takes care here

Platform-specific issues from each side, plus the pair-specific challenges that don't show up on either platform's page on its own.

Case UI gotchas

High

No public API documentation found

Medium

On-Premise perpetual license has upgrade isolation risk

Low

No verified public reviews or G2/Capterra feedback

HighLevel gotchas

High

Sub-account architecture creates isolated data silos per client

High

Usage-based telecom and AI costs are not in the subscription price

Medium

Workflows have no native equivalent in most destination CRMs

Medium

API rate limits cap bulk migration throughput at 100 requests per 10 seconds per sub-account

Low

White-label configuration and branding assets do not export via API

Case UI gotchas		HighLevel gotchas
Severity	Issue	Severity	Issue
High	No public API documentation found	High	Sub-account architecture creates isolated data silos per client
Medium	On-Premise perpetual license has upgrade isolation risk	High	Usage-based telecom and AI costs are not in the subscription price
Low	No verified public reviews or G2/Capterra feedback	Medium	Workflows have no native equivalent in most destination CRMs
		Medium	API rate limits cap bulk migration throughput at 100 requests per 10 seconds per sub-account
		Low	White-label configuration and branding assets do not export via API

Pair-specific challenges

Pipeline stages must exist in HighLevel before matter data lands

HighLevel requires pipeline stages to be pre-created in the platform interface before opportunities can be assigned to them. Case UI matter statuses (Open, Pending, On Hold, Closed) have no automatic equivalent in HighLevel — your administrator must manually create a matching set of pipeline stages that correspond to your matter lifecycle before the migration runs. We deliver a comprehensive stage-mapping plan during the planning phase so this configuration work is completed and verified before any data moves from Case UI to HighLevel.
Document files over 25MB require manual handling

HighLevel enforces a strict 25MB per-file limit on uploaded attachments through the standard file upload mechanism. Case UI matter documents that exceed this threshold — which is common with scanned briefs, legal exhibits, depositions, or multimedia files — will not upload via the automated migration path. We flag all oversized files during the pre-migration audit and provide a detailed list for manual upload or alternative storage solutions such as cloud document management systems.
Billing and time-entry data cannot replicate in HighLevel natively

Case UI tracks billable hours, billing rates, time entries, and invoice generation as a native platform feature. HighLevel has no equivalent built-in billing or invoicing module. We migrate time-entry totals and billing amounts as custom numeric fields on opportunity records for reference purposes. However, detailed invoice history, rate schedules, trust account balances, and billing workflow configurations do not transfer. Your firm will need to implement a separate billing tool or establish a manual reconciliation process for financial tracking after migration.
Workflows and task-automation rules do not migrate

Case UI's internal automation rules — such as automatic task creation when a matter status changes, email notifications on case updates, or deadline reminder triggers — are built on Case UI's proprietary rule engine. HighLevel's Workflows builder uses an entirely different trigger-action model with its own logic syntax and execution environment, with no import capability for external automation definitions. We export your complete automation definitions as a structured reference document so your HighLevel administrator can systematically rebuild equivalent workflows in HighLevel's Workflows builder after migration completes.
Client-to-contact mapping decision affects reporting continuity

Case UI maintains a clear distinction between Clients (the billing entity or company) and Contacts (the individuals at that client). HighLevel has no native Client object — it uses Companies for business entities and Contacts for people, with a flat relationship model between them. Firms that billed by Client will need to decide whether to map Clients to Companies (preserving the billing hierarchy) or to Contacts (preserving individual attorney relationships). We surface this decision point during planning and apply your chosen mapping rule consistently across all records to maintain data integrity.

Migration approach

Six steps for a successful Case UI to HighLevel data migration

Audit Case UI data and design HighLevel pipeline structure

We extract a comprehensive export of your entire Case UI dataset including contacts, clients, matters, documents, tasks, and calendar events. During this phase we audit all custom fields, matter status values, file sizes, and document types. Your team then pre-builds HighLevel pipeline stages that match your specific matter lifecycle so the stage-mapping plan is ready and validated before any data movement begins.
Resolve staff members to HighLevel users by email

Case UI staff members including attorneys, paralegals, legal assistants, and administrative personnel are matched against existing HighLevel user accounts using email address as the unique identifier. We generate a detailed resolution report showing matched users, unmatched users, and the total record count assigned to each person. Your administrator either invites unmatched staff to join HighLevel or designates a fallback owner before the migration run commences.
Create custom fields and configure opportunity schema

We programmatically create all required custom fields in HighLevel including the matter-number tracking field (Matter_Number__c), practice area classification, referral source, hours logged, and billing amounts. These custom fields are created via the HighLevel API and linked to the Opportunity object schema before any records are written to the destination platform.
Run sample migration with field-level diff

A representative sample of records — typically 100 to 300 records spanning contacts, companies, matters, and tasks — migrates first in a controlled test environment. We generate a field-level comparison report showing source values alongside destination values so you can verify matter-number mapping accuracy, pipeline-stage assignment correctness, and owner resolution before the full production migration run commits any data.
Execute full migration with delta-pickup window

The complete migration executes against the live HighLevel environment using bulk CSV imports for large record sets and API calls for custom field population. A 24 to 48 hour delta-pickup window captures any Case UI records created or modified during the cutover period. We perform record count verification and comprehensive data-integrity checks. One-click rollback remains available if reconciliation reveals unexpected mismatches.
Deliver automation reference and post-migration handoff

We export your complete Case UI automation rules and task triggers as a structured reference document formatted for HighLevel's Workflows builder. Your HighLevel administrator uses this document to rebuild equivalent workflows after migration. We also deliver a final migration summary report containing record counts by object type, counts of skipped records such as oversized files, and a complete owner-resolution summary for your records.

Platform deep dives

Context on both ends of the pair

Case UI

Source

Strengths

Clear per-user pricing with no surprise fees or mandatory add-ons on the Cloud plan.
On-Premise perpetual option eliminates per-user billing for firms with many attorneys and staff.
Free trial lets firms validate fit before committing to a paid subscription.
Daily backups and segregated databases reduce data loss risk for solo practitioners.
Straightforward interface purpose-built for small law firm workflows.

Weaknesses

No publicly documented API limits third-party integrations and automated migration tooling.
Limited public documentation and no verified reviews make independent evaluation difficult.
Smaller feature set compared to enterprise legal platforms may not support complex or multi-practice operations.
On-Premise version requires firm IT staff to manage upgrades, security, and backups independently.
No transparent rate limits or SLA terms published on the website for Cloud customers.

HighLevel

Destination

Strengths

Consolidates CRM, marketing automation, email, SMS, scheduling, and funnels into one platform at a predictable flat monthly rate.
Supports unlimited contacts and unlimited users on all paid tiers, removing per-record billing anxiety as databases grow.
Offers white-label and sub-account capabilities that let agencies resell access and manage multiple client environments under one billing relationship.
Includes built-in review management, reputation monitoring, and AI agents as native features rather than third-party add-ons.
Exports Contacts and Companies via a scalable async bulk CSV system that handles multi-million-row datasets without blocking the UI.

Weaknesses

The breadth of features creates a steep learning curve; advanced automations and Workflow configuration require significant time investment that smaller teams may not recover.
The platform charges usage-based fees for telecommunications and AI features that are not included in the base subscription, leading to bill surprises.
Recurring user reports on Reddit and G2 describe bugs, errors, and slow support response times that disrupt live marketing and sales operations.
Sub-account architecture, while powerful for agencies, adds migration complexity when identifying which client data lives in which isolated environment.
The platform is designed for agencies and SMBs; larger enterprises requiring deep reporting, custom objects at scale, or complex role-based access may outgrow its capabilities.

	Case UI Source	HighLevel Destination
Strengths	Clear per-user pricing with no surprise fees or mandatory add-ons on the Cloud plan. On-Premise perpetual option eliminates per-user billing for firms with many attorneys and staff. Free trial lets firms validate fit before committing to a paid subscription. Daily backups and segregated databases reduce data loss risk for solo practitioners. Straightforward interface purpose-built for small law firm workflows.	Consolidates CRM, marketing automation, email, SMS, scheduling, and funnels into one platform at a predictable flat monthly rate. Supports unlimited contacts and unlimited users on all paid tiers, removing per-record billing anxiety as databases grow. Offers white-label and sub-account capabilities that let agencies resell access and manage multiple client environments under one billing relationship. Includes built-in review management, reputation monitoring, and AI agents as native features rather than third-party add-ons. Exports Contacts and Companies via a scalable async bulk CSV system that handles multi-million-row datasets without blocking the UI.
Weaknesses	No publicly documented API limits third-party integrations and automated migration tooling. Limited public documentation and no verified reviews make independent evaluation difficult. Smaller feature set compared to enterprise legal platforms may not support complex or multi-practice operations. On-Premise version requires firm IT staff to manage upgrades, security, and backups independently. No transparent rate limits or SLA terms published on the website for Cloud customers.	The breadth of features creates a steep learning curve; advanced automations and Workflow configuration require significant time investment that smaller teams may not recover. The platform charges usage-based fees for telecommunications and AI features that are not included in the base subscription, leading to bill surprises. Recurring user reports on Reddit and G2 describe bugs, errors, and slow support response times that disrupt live marketing and sales operations. Sub-account architecture, while powerful for agencies, adds migration complexity when identifying which client data lives in which isolated environment. The platform is designed for agencies and SMBs; larger enterprises requiring deep reporting, custom objects at scale, or complex role-based access may outgrow its capabilities.

Complexity grading

How hard is this migration?

Standard CRM migration. 3 of 8 objects need a mapping; the rest are 1:1.

Overall complexity

Standard migration

Derived from compatibility, mapping clarity, API constraints, and data volume across Case UI and HighLevel.

Object compatibility
B
3 of 8 objects need a mapping; the rest are 1:1.
Field mapping clarity
C
Field mapping is derived from defaults — final spec confirmed during the sample migration.
Timeline complexity
B
8-object category — typical timelines run 2–7 days end-to-end.
API constraints
B
Case UI: Not publicly documented.
Data volume sensitivity
B
Case UI doesn't expose a bulk API — REST + parallelization used for high-volume runs.

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Migrate from Case UI to HighLevel

What this migration involves

Field-level fidelity

Schema-aware mapping

Relationships preserved

Full activity history

Attachments & notes

Two sides of the same decision

Case UI

HighLevel

How Case UI objects map to HighLevel

What specifically takes care here

Six steps for a successful Case UI to HighLevel data migration

Context on both ends of the pair

How hard is this migration?

Estimate your Case UI to HighLevel migration cost

What are you migrating?

Frequently asked questions about Case UI to HighLevel data migrations

Can't find your answer?

Related migrations to explore

Move from Case UI.
Land in HighLevel, intact.

Migrate from Case UI to HighLevel

What this migration involves

Field-level fidelity

Schema-aware mapping

Relationships preserved

Full activity history

Attachments & notes

Two sides of the same decision

Case UI

HighLevel

How Case UI objects map to HighLevel

What specifically takes care here

Six steps for a successful Case UI to HighLevel data migration

Context on both ends of the pair

How hard is this migration?

Estimate your Case UI to HighLevel migration cost

Frequently asked questions about Case UI to HighLevel data migrations

Can't find your answer?

How long does a Case UI to HighLevel migration take?

Will my Case UI task automations and notification rules migrate to HighLevel?

What happens to Case UI matter statuses in HighLevel?

Can I migrate Case UI custom fields to HighLevel?

What happens to Case UI documents and attachments?

Does the migration affect my Case UI account during the cutover?

What happens to my Case UI billing and time-entry data?

Related migrations to explore

Move from Case UI. Land in HighLevel, intact.

Move from Case UI.
Land in HighLevel, intact.