Migrate from PropFlo to HighLevel

PropFlo contacts migrate directly to HighLevel contacts in a one-to-one mapping. The HighLevel contact record accommodates the contact's name, email address, phone number, physical address, and any custom fields configured in the destination system. No intermediate staging object or transformation layer is required for this mapping. Owner assignment is resolved by matching the contact's owner email address against existing HighLevel user accounts, with unmatched owners flagged for resolution before migration commits the full dataset.

PropFlo company records — including developer firms, real estate brokerages, and channel partner organizations — map to HighLevel company objects. The primary contact association from PropFlo is preserved during migration by establishing the link between each migrated contact record and its corresponding migrated company using HighLevel's native contact-company relationship model, ensuring referential integrity across the CRM.

PropFlo deals translate directly to HighLevel opportunities. The deal name becomes the opportunity name, the deal amount maps to the opportunity amount, the close date transfers unchanged, and the owner is resolved by email match to HighLevel users. PropFlo's deal stage values — Booking, Agreement, Registration, and Handover — do not map directly to HighLevel's generic opportunity stages, so these values are stored in a custom pick-list field created specifically to preserve PropFlo's real estate-specific stage semantics.

PropFlo's deal pipelines map to HighLevel's pipeline infrastructure, with stage names and their associated probability percentages transferred value-by-value into HighLevel stage entries. When PropFlo uses multiple distinct pipelines to organize different deal types or sales channels, each pipeline creates a corresponding separate pipeline configuration within HighLevel under CRM > Opportunities, preserving the organizational structure across systems.

PropFlo's AOS object holds the Agreement of Sale data: agreement number, stage (Booking Confirmed, Agreement Signed, Registered, Handed Over), buyer details, unit reference, total consideration, payment plan, and dates. We create a HighLevel custom object called AOS Agreement with corresponding custom fields for each PropFlo AOS attribute. The PropFlo relationship between AOS and the deal (opportunity) is re-established in HighLevel via the custom object's association to the contact and opportunity.

PropFlo's Unit object tracks individual property details: unit number, tower/block, property type, floor, carpet area, built-up area, parking count, base price, and PLC charges. These migrate as custom fields on a HighLevel Property Unit custom object. The unit-to-AOS relationship in PropFlo translates to a custom object relationship in HighLevel.

PropFlo demand notes are billing documents generated against an AOS or unit booking with amounts, due dates, and payment status. We migrate the key fields (demand note number, amount, due date, status) as custom fields on the related HighLevel opportunity and attach the exported demand note PDF as a file. PropFlo's demand note approval workflows do not migrate.

PropFlo stores WhatsApp message threads linked to contacts and deals. HighLevel has its own conversation model and does not ingest external WhatsApp logs as structured records. We export PropFlo WhatsApp logs and attach them as CSV or PDF files to the corresponding HighLevel contact record. The opt-in flag migrates as a custom contact field.

PropFlo file attachments associated with contacts, companies, and deals — including sales agreements, identification documents, payment receipts, property brochures, and correspondence files — are downloaded from PropFlo's storage system and re-uploaded to HighLevel's file management area. Each file is then linked to its corresponding contact or opportunity record in HighLevel, preserving the original file name and attachment context so users can access the documents within the relevant record's activity timeline or file section.

PropFlo activity logs capturing sales calls, email communications, scheduled site visit meetings, and general notes are migrated as HighLevel tasks and note entries with original creation timestamps and assigned owner preserved for audit continuity. Calendar-based events such as site visits, developer presentations, and follow-up meetings transfer as HighLevel calendar entries linked to the associated contact or opportunity record, maintaining the scheduling context across systems.

PropFlo owner records representing sales agents, channel partners, and team administrators are matched to HighLevel user accounts using email address as the primary identifier. Any PropFlo owner record that does not have a corresponding HighLevel user account is flagged during the pre-migration validation phase, allowing your team to create the necessary HighLevel user account or reassign those records to an existing HighLevel user before the migration executes.

PropFlo tags applied to contacts and company records are transferred to HighLevel tags, which support application across contacts, companies, and opportunities for consistent segmentation and filtering. Tags originally used for lead-source tracking — such as Portal Lead, Referral, or Channel Partner — map directly without transformation. Tags configured as workflow triggers within PropFlo's automation engine do not automatically rebuild in HighLevel's workflow system and will require manual reconfiguration by your HighLevel admin using the exported workflow definitions.