Migrate from PBS Systems to HighLevel

PBS customer records map directly to HighLevel Contacts. The PBS contact's name, email, phone, address, and owner assignment transfer as-is. Owner resolution happens by email match against HighLevel users — unmatched owners are flagged before migration so the dealership can assign fallback owners or invite the user to HighLevel first.

PBS company records (dealerships, vendor accounts, or B2B contacts stored as companies) map to HighLevel Companies. Company name, address, and domain fields transfer as standard Company fields. PBS customer records linked to a primary company link to the corresponding HighLevel Company via a Company-Contact relationship.

PBS vehicle deals with a customer and dollar amount map to HighLevel Opportunities. The deal name, deal amount, deal stage, expected close date, and owner transfer into the Opportunity record. Deal stage names are mapped value-by-value to HighLevel pipeline stages — we use the most recent stage name as the target value if PBS stages don't have a direct HighLevel equivalent.

PBS deal pipelines map to HighLevel Pipelines. Each PBS pipeline becomes one HighLevel pipeline with its own stage configuration. PBS stage names map to HighLevel stage names via value mapping — we preserve the stage probability if it exists in PBS, otherwise default to HighLevel's standard stage probability values.

Vehicle data in PBS — VIN, make, model, year, trim, stock number, odometer — has no native HighLevel equivalent. We create a Vehicle Custom Object in HighLevel with fields for each vehicle attribute, then link it to the corresponding Contact or Opportunity via a relationship field. The original PBS vehicle record ID is stored for traceability and delta-run de-duplication.

PBS service orders (repair orders, service appointments, work orders) represent automotive-specific data with no HighLevel equivalent. We map service order number, service type, vehicle reference, advisor assignment, and status to a ServiceRecord Custom Object. The original PBS service order ID is preserved for reference and reporting continuity.

PBS parts orders and line items (part number, quantity, price, vendor) are automotive-specific and do not map to standard HighLevel objects. We create a PartsOrder Custom Object linked to the associated Contact (customer) and Vehicle. Part numbers and quantities transfer as-is; pricing may need adjustment if PBS uses dealership-specific cost vs. retail fields.

PBS activity history — logged calls, emails, notes attached to a customer or deal — maps to HighLevel Tasks. The task subject, body, due date, and owner transfer as-is. Original timestamps are preserved as a custom date field since HighLevel's CreatedDate is set at migration time. Task status defaults to 'Complete' for historical activities.

PBS documents attached to customer records, deals, or service orders are downloaded and re-uploaded to HighLevel Files attached to the corresponding Contact or Opportunity. File size limits apply — HighLevel supports files up to the plan limit (typically 50MB per file on Standard plans). Inline images in notes are extracted and rehosted.

PBS marketing lists (static groups of contacts segmented by criteria) map to HighLevel Tags applied to contacts. If the PBS list is dynamic or rule-based, we note this as a manual-rebuild item because HighLevel's Smart Lists replicate dynamic logic differently. The tag is applied to all contacts that were members of the PBS list at migration time.

PBS Fixed-Ops workflows — service dispatch, parts procurement, work order sequencing, vehicle lifecycle triggers — are tied to automotive operational processes with no HighLevel equivalent. These are documented in the migration plan as manual-rebuild items. HighLevel's workflow builder can replicate business logic, but PBS-specific triggers (e.g., vehicle check-in, RO status change) must be redesigned from scratch.

PBS accounting data — journal entries, ledger balances, F&I contracts, and financial reporting — does not map to HighLevel's CRM data model. HighLevel does not have an accounting module. We flag accounting data as out-of-scope and recommend a separate accounting system migration if full financial history is required.

PBS user and owner records are resolved by email match against HighLevel users. If a PBS owner has no corresponding HighLevel user, their records are assigned to a designated fallback owner or placed in a migration-hold queue for the dealership admin to resolve before the final migration run. Role and permission structures do not transfer — HighLevel roles must be configured separately.