Migrate from Rocket Matter to Nutshell

Rocket Matter clients map directly to Nutshell People. The client's primary contact fields — including first name, last name, email address, phone number, and street address — translate to Nutshell's standard person fields using a one‑to‑one mapping. Any client‑level custom fields (such as billing preferences, client source, or referral type) are created as Nutshell person custom fields, preserving data type and pick‑list values so reporting and segmentation remain intact after migration.

Rocket Matter contacts that are not primary clients map to Nutshell People using the same field structure as client records. Each contact's name, email, phone, and fields transfer directly, while contact‑specific roles or titles are stored in Nutshell's title field and added as tags such as “Secondary Contact” to preserve context. Custom fields on the contact record are created as Nutshell person custom fields, preserving data types and pick‑list options.

Rocket Matter company records map to Nutshell Company records. The company's name, address, website, and industry data translate to Nutshell's standard company fields, while custom fields are created as Nutshell company custom fields. For multi‑office firms, each location can be represented as a separate Nutshell Company record, or main address can be used with an “Office Locations” field listing sites. The hierarchy and contacts remain linked through Nutshell's relationship links.

Rocket Matter matters become Nutshell Deals. The matter name maps to the deal name, and the matter description becomes the deal's notes field. Matter status values (Active, Pending, Closed) map to Nutshell deal stages via a value‑mapping table, with unmapped statuses flagged for review. Practice area and billing type are transferred to Nutshell custom fields on the Deal, and the responsible attorney is linked via owner field by email match.

Matter status pick‑list values in Rocket Matter require value‑by‑value mapping to Nutshell deal stages. We build a mapping table that translates each firm's status term (e.g., “Active Litigation” or “Pending Arbitration”) to the nearest Nutshell stage ID, with a default stage assigned for any status lacking an equivalent. Unmapped statuses are flagged for review, and the mapping is validated against a sample of records before migration runs.

Rocket Matter practice areas (Family Law, Personal Injury, Estate Planning, etc.) have no direct Nutshell equivalent. We create a custom pick‑list field called Practice_Area__c on the Nutshell Deal object, defining the same values that exist in Rocket Matter. During migration, each matter’s practice area is read and written to the matching pick‑list value in Nutshell, ensuring that filtering, reporting, and automation based on practice area remain functional after the switch.

Billable time entries from Rocket Matter migrate as Activity records in Nutshell with a note field containing the hours, date, and description. Nutshell does not have native time tracking; the activity preserves the record for historical reference but is not linked to billing.

Rocket Matter documents attached to matters are downloaded and re‑uploaded as Nutshell file attachments on the corresponding deal record, preserving each file's name and original creation date. Nutshell imposes an attachment size limit; any document that exceeds this limit is flagged for manual handling, and a list is supplied to the firm for alternative upload or external storage.

Open tasks from Rocket Matter matters are imported as Nutshell Tasks and linked to the corresponding deal, retaining due date, subject line, and priority. Completed tasks are imported as Activity notes, preserving the task description and completion timestamp for historical continuity. Task assignees are resolved by matching the Rocket Matter user email address against Nutshell user accounts; any assignee without a match is flagged for admin assignment before migration runs.

Rocket Matter bills and invoices have no Nutshell equivalent — Nutshell lacks a billing or accounting module, so financial records cannot be stored as native CRM objects. We export bill data (including line items, amounts, payment status, and LEDES codes) as a CSV file with a PDF summary. The firm uses these exports to import billing history into its accounting platform, and we provide a mapping guide for exported fields.

IOLTA trust account balances and transaction history in Rocket Matter cannot migrate to Nutshell, because Nutshell has no trust‑account or escrow module. We export the complete trust ledger — including opening balance, each transaction (date, type, amount, client matter reference), and closing balance — as both CSV and PDF. The firm must import this ledger into its chosen accounting platform and perform a reconciliation to ensure trust account accuracy after migration.

Rocket Matter staff records are resolved against Nutshell users by matching the email address field. When a Rocket Matter user email matches a Nutshell account, matter assignments are imported as deals owned by that Nutshell user. If a Rocket Matter staff record has no matching email in Nutshell, the record is flagged for admin review so the account can be invited or assigned before migration runs, preventing orphaned deals.

Rocket Matter expense entries are imported as Nutshell Activity records, with a formatted note that includes the expense amount, category, date, and description. Because Nutshell lacks native expense tracking, the activity note preserves the full expense detail for reference, allowing the team to review historical costs against deals without rebuilding the records manually. Any expense that cannot be represented due to missing fields is flagged for review after migration.

Each Rocket Matter matter custom field requires a corresponding Nutshell custom field to be created on the Deal object before migration begins. Field types are mapped: text fields become Nutshell text fields, date fields become Nutshell date fields, and select‑list fields become Nutshell pick‑list fields. For each custom field, we translate the values so that reporting, filtering, and automation based on those fields remain intact after the data moves to Nutshell.