Migrate from Service Buddy to HighLevel

Service Buddy customer records map directly to HighLevel Contacts. We preserve the original create date, owner (staff member) assignment, phone, email, and address fields. Multiple Service Buddy contacts sharing one email are de-duplicated; the primary contact record takes precedence. Custom fields on the customer record (e.g., referral source, flooring project type) migrate as custom fields on the HighLevel Contact.

If Service Buddy includes company or business-customer records (separate from individual contacts), those map to HighLevel Companies. Company name, domain, industry, and address fields map directly. Multi-company contacts in Service Buddy (e.g., a contractor with multiple showroom locations) collapse to one primary Company record with additional location data stored in custom fields.

Service Buddy jobs are the core unit of work for flooring retailers—tracking the installation, repair, or cleaning of flooring products. We map active and historical jobs to HighLevel Opportunities with the job name as the Opportunity name, total job value as Amount, and job status (Scheduled, In Progress, Completed, Invoiced) mapped to pipeline stage values. Job-specific fields (square footage, product type, room location, installer assigned) migrate as custom Opportunity fields.

Service Buddy quotes contain line items (product SKU, quantity, unit price, labor cost, tax). We map quote headers to a custom Quote__c object or as custom fields on the related Opportunity. Line items are stored as a JSON-encoded custom field (Quote_Line_Items__c) or split into separate custom fields (Product_Name__c, Quantity__c, Unit_Price__c, Labor_Cost__c) for reporting. Customers who approved or signed quotes in Service Buddy retain the approval timestamp.

Service Buddy tracks flooring products with SKU, description, stock level, vendor, cost, and retail price. HighLevel has no native product catalog object. We create a Product__c custom object with fields for SKU__c, Description__c, Stock_Level__c, Vendor_Name__c, Unit_Cost__c, and Unit_Price__c. Job line items in Service Buddy link to these product records via a lookup relationship stored on the Opportunity custom fields.

Service Buddy purchase orders track supplier orders for flooring inventory restocking. These map to a custom Purchase_Order__c object in HighLevel with fields for PO_Number__c, Vendor__c (linked to Company or a Vendor__c custom object), Order_Date__c, Total_Amount__c, Status__c, and Received_Date__c. PO line items are stored as JSON in Line_Items__c or split into custom fields.

Service Buddy work orders assign jobs to specific installers and track crew assignments, arrival times, and job completion. HighLevel's Task object captures basic task metadata, but for flooring-specific work orders we recommend a Work_Order__c custom object with Crew_Assigned__c, Scheduled_Start__c, Scheduled_End__c, Actual_Start__c, Actual_End__c, Status__c, and Notes__c. These link to the related Opportunity via a lookup field.

BuddyPay payment records include invoice ID, amount paid, payment method (card, ACH, Apple Pay), transaction date, and status (Paid, Partial, Overdue). We map these as custom fields on the Contact (Lifetime_Value__c, Total_Payments__c, Last_Payment_Date__c) and Opportunity (Deposit_Amount__c, Payment_Status__c, Invoice_ID__c, Payment_Method__c). Payment history detail is stored in a custom Payment_History__c custom field on Contact.

Service Buddy appointment records (job scheduling with date, time, crew, and customer) map to HighLevel Calendar Events with the appointment title, start and end time, assigned user, and related Contact. HighLevel's appointment object supports invitees, reminders, and location fields matching Service Buddy's scheduling data.

Service Buddy notes and file attachments (photos, measurement documents, installation specs) attached to customer records or jobs migrate to HighLevel Notes and Files. Photos and documents are re-uploaded to HighLevel's file storage. Text notes preserve the original create date and author. Files are associated with the relevant Contact or Opportunity record.

Service Buddy staff members who own records (sales reps, installers, schedulers) map to HighLevel Users by email address. If a Service Buddy owner has no matching HighLevel user, records are assigned to a fallback admin user and flagged for manual reassignment. Staff role metadata (Installer, Sales Rep, Manager) migrates as a custom User field or tag in HighLevel.

Service Buddy tags applied to customers or jobs (e.g., VIP Customer, High-Value Job, Insurance Claim, Referral Partner, Commercial Project) map directly to HighLevel Tags. Tags serve as flexible metadata for categorizing records without altering core field data. Tag-based segmentation is preserved for use in HighLevel Workflow triggers and campaign filters. Both tag names and their associated record relationships migrate intact, enabling immediate use in automation rules and audience segmentation.