Migrate from Formitize to HighLevel

Formitize Clients map directly to HighLevel Companies, preserving the client name, primary address, phone number, email, and any custom fields as Company custom fields. The primary contact link is established by referencing the Client’s associated Contact records, ensuring that the correct individual is linked to the Company entity in HighLevel. All relationships are resolved via foreign‑key mapping during the migration load.

Formitize Contacts migrate one‑to‑one to HighLevel Contacts, transferring all standard fields such as name, email address, phone number, mobile phone, job title, and full address components. Contact‑level custom fields are preserved as HighLevel custom fields on the Contact record, with field types mapped directly (text‑to‑text, date‑to‑date, picklist‑to‑dropdown) to maintain data integrity. The migration also links the Contact to its parent Company via the resolved companyId.

Formitize Jobs do not have a direct HighLevel equivalent. Jobs become Opportunities in HighLevel with the Job name as Opportunity name, Job status mapped to pipeline stage values, and Job line items or asset assignments migrated as linked Custom Object records with a JobID foreign key.

Formitize Job status values (e.g., New, In Progress, On Hold, Completed, Cancelled) are mapped to HighLevel Opportunity stage identifiers on a value‑by‑value basis. The mapping table is created during discovery, aligning each Formitize status label to the corresponding pipeline stage name or ID in HighLevel. This ensures that the visual pipeline view in HighLevel reflects the original job lifecycle accurately, and stage‑specific automation triggers fire correctly after migration.

Each distinct Formitize Asset Type becomes a dedicated HighLevel Custom Object, named after the Asset Type. Standard Asset fields (name, description, serial number, etc.) and any custom fields defined on the Asset Type are created as fields on the Custom Object. Relationships between Assets and Jobs are preserved by linking the Custom Object records to the parent Opportunity via a foreign‑key JobID field, ensuring consistent asset‑centric reporting.

Individual Asset records are migrated as Custom Object records within the appropriate Asset Type Custom Object. Each record retains its name, description, and any custom fields, while GPS coordinates (latitude/longitude) and zone assignments are stored as custom number and text fields. The Asset identifier is preserved as a field on the record, and a foreign‑key to the parent Opportunity maintains the link between the asset and its associated job.

Formitize forms are not migratable — each platform uses a proprietary form builder with different field types and submission logic. We export Form definitions as JSON and screen captures for your HighLevel admin to use as reference when rebuilding forms.

Formitize Workflows cannot be exported in a format compatible with HighLevel’s Workflow Builder, as each platform uses a distinct automation schema. We extract the step definitions—including triggers, conditions, actions, and delay配置—from Formitize’s exported workflow config and deliver them as a JSON file alongside a visual walkthrough document. Your HighLevel admin can use this reference to rebuild automations, typically requiring one to three days depending on workflow count and complexity.

Formitize quotes and invoices are standalone documents with line items. These migrate as Custom Object records linked to the parent Opportunity, with line-item fields (description, quantity, price) stored as custom fields. Original document PDFs are preserved as file attachments in HighLevel.

Formitize user assignments on Jobs and Clients are resolved to HighLevel users by matching the owner email address to the HighLevel user roster. If an email match is not found, the record is flagged for admin review and assigned to a fallback owner, ensuring no record loses its user during migration. The resolved owner is written to the Opportunity’s assignedTo field and to the Contact’s owner field as appropriate.

Formitize users with active accounts are mapped to HighLevel users by email address, allowing their login credentials to align across platforms. Role and permission structures are defined in HighLevel’s user management settings and must be reconfigured after migration, as Formitize’s permission model does not directly translate. We provide a user‑mapping checklist that lists each Formitize user, their email, and the recommended HighLevel role for reconstruction of access controls.

Formitize Contact custom fields—such as birthday, custom variables, or any user‑defined attributes—are migrated as HighLevel Contact custom fields. Field types are preserved during the transfer: text fields become text fields, date fields become date fields, picklists become dropdown fields, and checkbox fields become checkbox fields. Required‑field constraints are set in HighLevel after migration using the field‑definition metadata supplied in the migration package.

Formitize Job custom fields are split between Opportunity custom fields and Custom Object fields based on whether the field describes the Job itself or a line‑item/asset detail. During discovery each field is evaluated and assigned to the appropriate target: Opportunity‑level fields become custom fields on the HighLevel Opportunity, while line‑item or asset‑specific fields are placed on the relevant Custom Object. A field‑allocation matrix delivered with migration package guides the configuration.

Formitize file attachments on Jobs, Clients, and Assets are re‑uploaded to HighLevel as file attachments on the corresponding record (Opportunity, Company, or Custom Object). The original file name, size, and MIME type are preserved, and the attachment is linked to the record that owned it in Formitize. HighLevel’s file size limits and supported formats (PDF, images, documents) apply, and any files exceeding those limits are flagged for manual handling.