Migrate from Entrata to HighLevel

Entrata Prospects merge into HighLevel Contacts for person data and HighLevel Opportunities for leasing-pipeline status. The Prospect's leasing stage maps to a custom Opportunity field so the pipeline view reflects the prospect-to-lease progression. Additionally, any source-specific custom fields on the Prospect are carried over as custom fields on the Contact, preserving lead scoring and tagging data.

Entrata Residents map directly to HighLevel Contacts. Resident name, email, phone, and move-in date become standard contact fields. Lease terms and balance data migrate as custom fields on the contact record since HighLevel has no native lease object. Any payment status flags or rent delinquency notes are also transferred as tags to flag accounts requiring follow-up.

Entrata Properties map to HighLevel Companies. Property name, address, unit count, and property type become company fields. Custom fields capturing property-level notes or portfolio groupings migrate as HighLevel custom fields on the company. Additionally, property manager contact details and primary vendor associations are recorded as contact links on the company record for quick reference.

Units do not map to a native HighLevel object. Unit counts, unit mix, and availability status are consolidated into a custom field on the Property Company record and tagged by unit type (studio, 1BR, 2BR) so filtering by unit type is possible in HighLevel.

Entrata Lease records — lease term, start/end dates, monthly rent, security deposit, and lease status — become custom fields on the associated Resident Contact record. Active leases with a prospect origin also create a linked Opportunity with the lease value as the opportunity amount.

Entrata Work Orders map to HighLevel Tasks. Work order title, description, priority level, status, and created date migrate as task fields. The associated Unit and Property are stored as custom task fields linking back to the company record since HighLevel Tasks do not natively support property or unit lookups.

Entrata Vendors map to HighLevel Contacts with a Vendor tag applied. Vendor company name, contact name, trade/specialty, and phone migrate as contact fields. Tags distinguish vendors from resident and prospect contacts in list views and reports. Additionally, vendor performance ratings or service agreements can be stored as custom fields on the contact for future reference.

Entrata Owner Accounting tracks distributions, contributions, and financial reporting for property owners. HighLevel has no native accounting object. Owner financial data is not migrated; this must be handled in Entrata or a dedicated accounting system post-migration. For audit continuity, a full export of owner ledger entries can be generated from Entrata and archived separately as a PDF or CSV file.

Entrata payment history and rent ledger records are too granular for HighLevel's CRM model. Current balance and payment status migrate as custom fields on the Resident Contact; full ledger history is exported to CSV for reference and must be maintained in Entrata or an accounting platform.

Entrata custom fields across Properties, Residents, Units, and Leases require pre-creation in HighLevel before import. Each custom field is named, typed (text, number, date, pick-list), and assigned to the appropriate HighLevel object (Contact, Company, Task). Tags are used as a secondary carrier for multi-select Entrata fields that map to HighLevel's tag model.

Entrata staff accounts map to HighLevel users by email match. Entrata role-based permissions (Property Manager, Leasing Agent, Maintenance Staff) are preserved as HighLevel user tags. Page layout and sharing rule assignments must be configured in HighLevel post-migration since those are destination-side settings.

Entrata tracks prospect origin (organic, referral, paid ad, walk-in) as a prospect field. This migrates to a custom pick-list field on the HighLevel Contact record so source attribution is preserved for reporting on lead quality by acquisition channel. This data can also be used to segment campaigns and evaluate the ROI of each acquisition source over time.