Migrate from Gearbox to Nutshell

Gearbox work-order model does not map natively to Nutshell pipeline stages

Gearbox organizes maintenance data around work orders with custom statuses — Open, In Progress, Completed, Invoiced. Nutshell Deal pipeline uses a simplified open/won/lost model with no native work-order status concept. Completed Gearbox work orders become Nutshell closed-won Deals, and In Progress work orders map to open Nutshell Deals. The mapping is lossless for status but collapses Gearbox's custom status nuance into Nutshell's stage model. We flag all Invoiced work orders pre-migration so your team can decide whether they become closed-won Deals or a separate reporting category.

Nutshell has no native fleet fields — custom fields required for vehicle data

Gearbox stores Vehicle_ID, License_Plate, VIN, and Odometer_Reading as standard fields on Equipment records. Nutshell has no native equivalent to a vehicle or equipment object. All four fields need to be created as Nutshell custom fields before migration runs. We deliver a custom-field setup plan based on your Gearbox schema at the start of the engagement. If your Gearbox data contains special characters in these fields, they must be cleaned before import — Nutshell's import parser rejects certain characters that Gearbox permits in text fields.

Gearbox API rate limits extend extraction time on large datasets

The Gearbox API returns paginated JSON responses with per-request rate limits documented in Gearbox's API reference. Export runs in batches rather than a single bulk pull, which extends the extraction timeline proportionally with record volume. Large fleets with 100,000+ records may require multiple extraction sessions. We build retry logic and batch-size tuning into the export script so failures are caught and retried automatically without manual intervention. The extended extraction time does not affect the Nutshell side load window.

Completed Gearbox work orders become closed-won Deals affecting pipeline reporting

Gearbox work orders that are already Completed or Invoiced represent past service events rather than open sales pipeline. When these records migrate to Nutshell as Deals in closed-won status, they inflate the won-pipeline count in Nutshell's native reporting unless your team applies a filter excluding historical work orders. We create a Nutshell saved filter for Deal reporting that separates migrated historical work orders from live pipeline Deals. Your team can apply this filter in Nutshell's Reports section post-migration.

Maintenance schedules without a primary contact need fallback owner resolution

Gearbox maintenance schedules can be linked to a vehicle or equipment record without a named contact in the schedule object itself. Nutshell Tasks require a named Person or a fallback user assignment. Schedules without a primary contact are flagged pre-migration and assigned to a designated fallback Nutshell user. If multiple schedules lack a contact, they are grouped under the fallback user, allowing your team to reassign ownership later in Nutshell. This approach prevents orphaned tasks and ensures that scheduled maintenance events appear in reports under a consistent owner. Your team chooses the fallback owner during the planning review before the migration commits.