Migrate from D-Tools to HighLevel

D-Tools Clients are person-level records with company associations. We map D-Tools Client.Name to both a HighLevel Contact (for the individual) and a HighLevel Company (for the firm name), then link them via the native contact-company relationship. If D-Tools stores a single Client record with a company name but no separate Company record, we create both entities and link them automatically.

D-Tools stores email, phone, and address directly on the Client record. HighLevel stores these on the Contact object natively. We map email to Contact.email, phone to Contact.phone, and address fields to Contact.address1, address2, city, state, zip, country. Multi-line D-Tools address fields are parsed and split into HighLevel's structured address components.

If D-Tools has a separate Company record linked to multiple Clients, we map it directly to HighLevel Company. D-Tools Company fields (website, industry, number of employees, annual revenue) map to HighLevel Company fields where field names align, and to custom fields where no native equivalent exists.

D-Tools Projects are the core operational unit — they contain line items (equipment, labor), location assignments, project status, budget, and scheduled dates. We map each D-Tools Project to a HighLevel Opportunity, preserving the project name as Opportunity name, project status as a custom pick-list field, budget as a custom currency field, and the proposal total as Opportunity value. Line items are stored in a separate custom object (see Item Custom Object mapping).

D-Tools project statuses (e.g., 'Proposal', 'Won', 'In Progress', 'Completed', 'On Hold') have no direct HighLevel equivalent — HighLevel Opportunity status is driven by pipeline stage. We map D-Tools project status to a custom pick-list field (Project_Status__c) on the Opportunity object. The HighLevel pipeline stage is set independently by your team based on your new sales process.

D-Tools Locations are named work sites used across projects (e.g., 'Floor 2 Conference Room', 'Main Lobby'). HighLevel has no native Locations concept. We map Locations to a custom text field (Site_Location__c) on the Opportunity, and if your team uses Location as a structured entity with hierarchies (building > floor > room), we create a Locations custom object to preserve that structure as a lookup on Opportunities.

D-Tools' Integrated Product Library (i3) is a structured catalog of equipment and labor items with pricing, manufacturers, SKUs, and 75 custom fields per item. HighLevel has no native product catalog. We create a D-Tools_Item__c custom object in HighLevel with custom fields for manufacturer, SKU, unit price, item type (equipment/labor/package), and all active D-Tools item custom fields as HighLevel custom fields. This custom object stores the catalog; individual line items on projects reference it via lookup.

D-Tools defines 75 item custom fields: 20 text (300 char limit), 3 long text (1000 char), 12 list, 12 number (2 decimal places), 12 date, 12 boolean (yes/no), 4 hyperlink. We create corresponding custom fields on the D-Tools_Item__c custom object in HighLevel, using text, long-text, pick-list, number, date, checkbox, and URL field types respectively. Only the fields actively used in your D-Tools instance are created to keep the schema lean.

D-Tools line items are project-specific quantity/pricing entries linked to an item from the catalog and a location. HighLevel Opportunities do not have native line items. We create a Project_Line_Item__c custom object with fields for quantity, unit price, total price, related D-Tools_Item__c lookup, Site_Location__c, and OpportunityId. This preserves the full pricing breakdown per project.

D-Tools Service Plans track recurring billing configurations: plan name, billing frequency (monthly/yearly), dynamic or fixed pricing, tax rates, and feature lists. HighLevel has no native recurring service-plan equivalent. We create a Service_Plan__c custom object linked to the Contact, storing plan name, frequency, price, and plan features as a long-text summary. Active subscription status is stored as a checkbox on the Contact.

D-Tools proposals are generated from project line items and sent to clients. We map the proposal total to the Opportunity value, proposal status to a custom field, and attach the D-Tools-generated proposal PDF as a file on the HighLevel Opportunity using HighLevel's file attachment mechanism. The proposal's internal version history is preserved as Opportunity notes.

D-Tools workflow rules fire notifications and entity-state actions (e.g., email on project status change, task creation on proposal sent). HighLevel Workflows use a completely different trigger-action architecture with branching logic, time delays, and CRM event triggers. There is no automated migration path. We export your D-Tools workflow rule definitions as a structured JSON document that your HighLevel admin can use as a reference to rebuild equivalent automations in HighLevel's Workflow Builder.

D-Tools Staff records are user accounts tied to projects, proposals, and service plans. We resolve D-Tools staff members by email against HighLevel user accounts. Unmatched staff are flagged before migration — your team invites them to HighLevel first or assigns their records to a fallback owner. No migrated record lands without a HighLevel owner.

D-Tools notes attached to clients, projects, or items map to HighLevel Notes on the corresponding Contact or Opportunity record. File attachments (proposals, drawings, images) are re-uploaded to HighLevel Files and attached to the relevant record. Original timestamps and attaching user are preserved on each note.