Migrate from PBS Systems to Nutshell

PBS customer records map directly to Nutshell People. The primary contact fields (name, phone, email, address) transfer 1:1. PBS customer records without email receive a placeholder email flag so the Nutshell admin can complete the record manually before the full migration.

PBS stores the dealership entity as an internal company record. This maps to a Nutshell Company record. If the PBS instance contains multiple franchise locations, each location becomes a separate Nutshell Company so pipeline ownership can be assigned per location.

PBS vehicle inventory records carry VIN, stock number, year/make/model, mileage, and trim — none of which have Nutshell native equivalents. We extract these as custom fields (Vehicle_VIN__c, Stock_Number__c, Year_Make_Model__c, Mileage__c) and attach them to the associated Nutshell Deal that represents the F&I transaction.

PBS F&I deals are the core transaction record: vehicle, customer, finance products, rates, term, and payment. Nutshell Deals capture the commercial terms but not the full F&I product structure. We map the deal value, stage, and close date; F&I product selections (GAP, tire protection, service contract) store as custom fields on the Nutshell Deal record.

PBS trade-in records capture the trade vehicle VIN, year/make/model, mileage, and appraisal value. These attributes map to Nutshell Deal custom fields: Trade_VIN__c, Trade_Mileage__c, and Trade_Appraisal_Value__c. Trade equity or negative equity amounts are preserved as signed currency fields to maintain continuity for F&I desk review and ensure accurate deal structuring in Nutshell.

PBS service write-ups and appointments are not Opportunities — they are operational records. We migrate them as Nutshell Activities (Tasks) with custom fields for RO number, service advisor, labor codes, and status. Historical service records older than 24 months can be archived as read-only activities at the customer's Nutshell profile.

Parts orders map to Nutshell Activities with custom fields capturing the PO number, parts total amount, and vendor information. This approach preserves the complete parts purchasing history at the customer level without requiring a full parts-inventory management system within Nutshell, maintaining context for service history and parts sourcing analysis.

PBS leads representing showroom traffic that did not result in a sale (unsold prospects) migrate as Nutshell Leads. Source attribution fields such as how the prospect heard about the dealership or which marketing campaign referred them transfer as custom fields if that data exists in PBS, preserving marketing attribution for follow-up and analysis.

RouteOne credit application records link to F&I deals in PBS. The credit application outcome (approved/denied/conditioned), lender name, and term submitted migrate as custom fields on the Nutshell Deal. RouteOne itself does not transfer — that integration must be rebuilt in Nutshell if required.

PBS accounting modules (GL, AP, AR, cash control) have no Nutshell equivalent. These records do not migrate. Dealerships should move accounting to a dedicated platform (QuickBooks, CDK Financial Suite, or similar) or retain PBS for accounting only while migrating sales CRM to Nutshell.

PBS employee records map to Nutshell users by matching email addresses between systems. Employees with no email address in PBS cannot be auto-matched and are flagged for manual review before migration so the Nutshell admin can create user accounts and assign their records to a fallback owner to preserve data continuity.

PDFs, images, and documents attached to PBS deals and service records are extracted and reattached to the corresponding Nutshell Activities and Deals. File size limits are respected; documents exceeding 25MB are flagged for manual delivery to prevent transfer issues and preserve critical attachments during the migration process.