Migrate from Lexis Affinity to HighLevel

Lexis Affinity client person records map directly to HighLevel contacts. We match by email address and flag any duplicate email addresses found across multiple client records before importing, so your team decides how to handle shared-contact scenarios. During the mapping process, we preserve the full contact name, all phone numbers including mobile, physical address components, and any custom fields associated with the client person record. If a contact lacks an email address, we attempt matching on name and phone combination as a fallback, flagging any remaining ambiguous matches for manual resolution before the migration load begins.

Lexis Affinity client organization records map to HighLevel companies. The primary billing address and phone number carry over as the company address and phone. Multiple offices per client in Lexis Affinity require manual consolidation or creation of separate company records in HighLevel.

Lexis Affinity matters have no direct equivalent in HighLevel — HighLevel has no native matter concept. We map each matter to an opportunity record using the matter name as the opportunity name, the matter number as a custom reference field (Matter_ID__c), and the matter status as the pipeline stage. Matter-specific custom fields become HighLevel custom opportunity fields.

Matter status values (Active, Pending, Closed, On Hold) map to HighLevel pipeline stages via a value-by-value lookup table. Each pipeline in HighLevel can have its own stage names, so we configure a 'Legal Matters' pipeline with stages that mirror your matter lifecycle. Unmapped status values route to a default stage and are flagged for review.

Time entries are high-value records containing attorney hours, activity descriptions, and billing rates. We convert each time entry to a HighLevel note attached to the opportunity, preserving the date, hours, and narrative. The billable amount is stored in a custom currency field (Billable_Hours__c) on the note so it appears in HighLevel reporting without being confused with opportunity monetary values.

Trust accounting ledgers and client IOLTA account balances have no native equivalent in HighLevel. We preserve the current trust balance as a custom currency field (Trust_Balance__c) on the contact record for reference. Historical ledger entries export as a CSV that your team can store alongside the HighLevel record for compliance purposes.

Lexis Affinity generates invoices tied to matters, time entries, and disbursements. HighLevel has no invoice generation module. We export invoice records as a structured CSV containing invoice number, date, amount, status, and linked matter ID. This CSV can be imported into a separate accounting tool or kept as a financial reference document attached to the opportunity.

Documents attached to matters and contacts in Lexis Affinity are downloaded and re-uploaded to HighLevel's file storage linked to the corresponding contact or opportunity record. Large document repositories may require a document management strategy beyond HighLevel's native file storage. We flag any files exceeding HighLevel's file size limits before migration.

Lexis Affinity staff members are matched to HighLevel users by email address. Unmatched staff members are flagged before migration — your team either creates HighLevel user accounts in advance or assigns records to a fallback user. Staff role and permission levels do not transfer and must be reconfigured in HighLevel's access settings.

Any Lexis Affinity custom fields on matters or contacts that have no standard HighLevel equivalent are created as custom fields in HighLevel before migration. Text fields, number fields, date fields, and pick-list fields map directly; complex multi-column or table-style custom fields in Lexis Affinity require flattening into individual custom fields or storing as a JSON-formatted text field.