Migrate from Q Dispatch to HighLevel

Q Dispatch work orders map to HighLevel Opportunities. The work order number becomes the Opportunity name; status maps to pipeline stage. HighLevel requires a Pipeline to exist first so the Opportunity can be assigned to the correct stage on import.

Q Dispatch service types or job categories map to HighLevel Pipelines. Each unique service type in Q Dispatch (e.g., HVAC Repair, Installation, Maintenance) becomes a separate HighLevel Pipeline with its own stage set reflecting your service workflow. This separation allows different service lines to have distinct sales processes, automated actions, and reporting views. We work with you during planning to define appropriate stage names and order for each Pipeline.

Q Dispatch customer records map directly to HighLevel Contacts. Name, email, phone, and address fields transfer. HighLevel Contacts can link to a Company record — if a Q Dispatch customer has an associated business, we map that to the Company and link the Contact.

Q Dispatch customers with a business name or company association map to HighLevel Companies. Company name, domain, industry, and employee count fields transfer. The Company record provides the shared parent for multiple Contact records in HighLevel's relational model. This parent-child structure enables rolling up activities and opportunities at the company level, giving your team a complete view of all interactions with a business across multiple service locations.

Q Dispatch technician records resolve by email match against HighLevel users. If a HighLevel user account exists with the matching email, the work order's assigned technician links to that user as the Opportunity owner. Unmatched technicians are flagged for admin review before migration.

Q Dispatch work order notes and status-change comments map to HighLevel Tasks attached to the Opportunity. Original timestamps and the creating technician are preserved. Multiple notes generate multiple Tasks in chronological order. This approach maintains the full history of communication and status updates for each job, providing technicians with context when they access the Opportunity in HighLevel.

Photos, signatures, and documents attached to Q Dispatch work orders re-upload to HighLevel as file attachments on the mapped Opportunity. File size limits per HighLevel's storage policy apply — large photo sets may require compression before upload. We verify each file uploads successfully and maintains its association with the correct Opportunity. Attachment filenames are preserved where possible to aid in identification.

Q Dispatch service location addresses on work orders transfer to the Contact's address fields. If the service address differs from the customer's billing address, we store it as a custom field (Service_Address__c) on the Opportunity for field-technician routing clarity. This separation ensures technicians see the correct job location without needing to cross-reference multiple address records.

Q Dispatch custom fields on work orders require HighLevel custom fields to be created first. We deliver a custom field setup plan specifying field name, type (text, number, date, picklist), and any value mappings before the migration validates. Custom fields cannot change object type after creation — plan this before data lands.

Q Dispatch records job status transitions with timestamps. HighLevel does not have a native status-history log on Opportunities. We preserve the history as a custom text area field (Status_History__c) with pipe-delimited entries, or split into separate Tasks for significant transitions if the admin prefers a timeline view.

If Q Dispatch tracks multiple line items or services per work order, these merge into a single Opportunity with a custom field describing services performed (Services_Pummary__c). For businesses requiring per-line accounting, we can create separate Opportunity Product records or a custom object — this requires advance planning with your finance workflow.

Q Dispatch payment and invoice history does not map to a native HighLevel object. Payment status can migrate as a custom field on the Opportunity (Payment_Status__c), but full invoice accounting requires your accounting tool. We do not migrate financial transaction records that would need reconciliation in an ERP.