Migrate from Practice Master Pro to HighLevel

Practice Master Pro's CMCLIENT file holds matter records with matter ID, matter name, responsible attorney/practitioner, open date, close date, and billing amount. Each CMCLIENT row maps directly to one HighLevel Opportunity record. The matter name becomes the Opportunity Name; billing amount maps to the Amount field; open and close dates map to custom datetime fields since HighLevel has no native per-matter date range field. Owner resolution is by practitioner email match against HighLevel users.

CMRELATE stores N:N relationships between contacts and matters — a single contact can be the primary contact for multiple matters. HighLevel contacts have one primary Opportunity at a time. FlitStack AI extracts all CMRELATE links, deduplicates contacts by email, creates one Contact record per unique email, and creates Contact-to-Opportunity association records for every CMRELATE link beyond the first per contact. The most-recently-modified CMRELATE link per contact determines the primary Opportunity assignment.

CMJRNL exports contain note text, author practitioner, entry date, and a matter reference. Each CMJRNL row maps to a HighLevel Note attached to the corresponding Opportunity (via the matter reference). Original entry timestamps are preserved as a custom datetime field since HighLevel's Note object uses its own created date. Author practitioner name is stored in a custom text field for audit continuity.

CMCALENDAR exports include event title, start datetime, end datetime, attendee/contact list, and matter reference. Each record maps to a HighLevel CalendarEvent linked to the corresponding Opportunity. If the attendee is a Practice Master Pro contact, FlitStack resolves them to the migrated HighLevel Contact. All-day events and recurring events are captured as a custom field flag since HighLevel CalendarEvent is single-occurrence per record.

Practice Master Pro CMCOST records track disbursements and expenses against a matter — cost type, amount, date, and matter link. HighLevel has no native cost object. FlitStack AI creates a MatterCost custom object in HighLevel with fields for CostType__c, Amount__c, CostDate__c, and OpportunityId__c lookup to the parent Opportunity. Billing cost types are preserved as pick-list values matching Practice Master Pro's cost type taxonomy.

CMFEES records capture billable time: practitioner, timekeeper rate, hours, date, description, and matter link. These map to a MatterTimeEntry custom object with Timekeeper__c, Rate__c, Hours__c, EntryDate__c, Description__c, and OpportunityId__c. Billing rate and hours multiply into a custom BillableAmount__c field for each entry. Timekeeper rate history is preserved per entry so historical billing analysis remains accurate in HighLevel reports.

Practice Master Pro stores firm-level master data (firm name, address, phone) separately from client matters. This maps to a single HighLevel Company record representing the firm's own organization. If the firm also uses HighLevel to track its own clients as separate Companies, the firm's master record is created as a Company with a custom Is_Master_Firm__c flag. All other clients are migrated as separate Company records derived from CMCLIENT matter data.

Practice Master Pro allows per-firm custom fields on matter records — e.g., Practice_Area__c, Referral_Source__c, Insurer_Name__c. Each custom field discovered in CMCLIENT is created as a custom field on the HighLevel Opportunity object with a matching data type (pick-list, text, number, date). Pick-list values are mapped one-by-one from Practice Master Pro's value list to the HighLevel pick-list options defined in the migration plan.

Practice Master Pro stores document paths and attachments linked to matters. If the export captures file URLs or file data, FlitStack AI re-uploads each file to HighLevel Files attached to the corresponding Opportunity. File size limits (HighLevel default 25MB per file) are checked per attachment. Files that cannot be migrated are listed in a custom field Original_File_Path__c on the Opportunity for manual retrieval.

Practice Master Pro practitioners sometimes annotate matters with informal labels in notes or custom fields. These are extracted as text strings and migrated as HighLevel Tags on the relevant Opportunity record. Tags preserve the source label text so practitioners can search and filter in HighLevel without losing the organizational context that existed in Practice Master Pro.