Migrate from Practice by Numbers to Twenty CRM

PbN's patient-centric model does not have a native Company equivalent — dental practices operate under a single org, not account hierarchies

Practice by Numbers is built for single-location and multi-location dental practices where every record traces back to a patient. Twenty CRM's data model requires a Company record as the parent of People records and as the anchor for Opportunities. When migrating from PbN, we create a default Company record representing the dental practice itself (using the practice name and domain) and link all People records to it. If PbN stores multi-location data with separate practice names, we create separate Company records per location and assign patients by their location affiliation. This is a structural divergence that requires explicit business rules from your team before migration runs — FlitStack surfaces this as a pre-migration decision point.

PbN appointment and treatment data may require custom-object creation before import — Twenty requires fields to exist before CSV data lands

Twenty's documentation states explicitly: 'Fields must exist before import. The CSV import creates records, not fields.' FlitStack handles this sequencing by creating all required custom objects (Treatment_Plan__c, Billing_Record__c, Insurance_Claim__c) and custom fields in your Twenty workspace under Settings → Data Model before the migration run executes. If your PbN setup uses non-standard custom field names or stores dental data in unexpected column structures, we surface those discrepancies during the audit phase and give you a field-creation checklist before data moves. Skipping this step results in silent field drops on import — we prevent that by enforcing the sequence.

Twenty has no native appointment scheduling or recall automation — these must be rebuilt using workflows or external tools

Practice by Numbers includes appointment scheduling, automated patient reminders, and recall sequence automation as core product features. Twenty CRM does not include a native scheduling or recall engine — its workflow builder triggers on record updates and time delays, but does not have a built-in calendar or reminder engine. After migration, your automated appointment reminders, recall sequences, and patient follow-up campaigns must be rebuilt using Twenty's workflow builder (Settings → Workflows) or by integrating a dedicated scheduling tool via Twenty's REST API and webhooks. FlitStack exports your PbN workflow definitions as a rebuild reference, but the rebuild itself requires configuration in Twenty's UI. This is a process gap that should be scoped during migration planning, not discovered after go-live.

PbN data export capabilities are not fully documented publicly — API availability and CSV export column coverage must be verified per-customer

Unlike HubSpot or Salesforce, Practice by Numbers is a vertical dental SaaS with no publicly documented REST API for programmatic data extraction. FlitStack's migration engine supports two extraction paths: PbN's built-in CSV export (which covers standard patient and appointment fields) and direct database read access if your PbN instance exposes a database connection. The availability of these paths varies by PbN subscription tier and data volume. Before committing to a migration timeline, FlitStack runs a data audit against your PbN instance to identify exactly which fields and object types are exportable and which require manual data preparation. Complex custom fields may require a manual extract step from PbN's UI before migration begins.

Twenty workspace members must exist before importing records that reference them as owners or assignees

Twenty's import documentation warns: 'Invite users BEFORE importing data. If your data includes user references (Account Owner, Assignee, etc.), those users must exist in Twenty before import. Otherwise, those relations cannot be mapped.' FlitStack applies this by inviting all identified PbN providers and staff members to your Twenty workspace during the workspace setup phase. The invitation acceptance step must complete before the import run — FlitStack tracks acceptance status and will not begin the migration until all required workspace members have accepted. If a PbN provider has left the practice, we flag the record and assign it to a designated fallback workspace member rather than leaving it orphaned.