Migrate from Smokeball to monday CRM

Smokeball contacts map directly to Monday CRM Person items. Name, addresses, phone numbers, email addresses, notes, and tags transfer as Person properties. Primary company association maps to a linked Company item via Monday CRM's relation columns. This direct mapping preserves all contact data while maintaining relational integrity across the new system.

Staff records (first name, surname, email, status, salutation) migrate as Monday CRM team member profiles. Active/inactive status determines seat provisioning. Smokeball's per-seat license model maps directly to Monday CRM's per-seat pricing for your user count, allowing accurate license cost projections post-migration.

Smokeball matters become Items on a CRM board. Matter number and description map to Item name and description fields. Matter type (e.g., Family Law, Personal Injury) maps to a Status group or custom column with distinct workflow states per practice area.

Smokeball matter types require value-by-value mapping to Monday CRM status groups or custom picklist columns. Each matter type gets its own status column options so pipeline boards show only relevant stages per practice area. This prevents cross-practice confusion in visual pipelines.

Smokeball's person responsible and person assisting fields map to Monday CRM's native assignee column on items. Multiple assignee support allows both fields to map where the matter workflow requires shared responsibility across team members. This maintains proper accountability chains.

Monday CRM has no native debtor or opposing party fields. We create custom columns — text fields for party names and relation links to Person items for opposing counsel — and preserve the original data as structured properties. This preserves legal context while adapting to Monday CRM's flexible column approach.

Smokeball activity logs (tasks, document work, memos, emails, admin actions) migrate as Updates on the related matter Item. Original timestamps and activity type labels are preserved for historical billing review and audit continuity. This maintains complete case history through the transition.

Documents stored in Smokeball's document containers export and re-upload as file attachments to the corresponding Monday CRM Items. Document folders without matter associations migrate as standalone items on a Documents board for manual reorganization. File relationships to matters are preserved through attachment linkage.

Smokeball's open debtors balance field has no Monday CRM equivalent. We create a custom number column on the matter Item and populate with the outstanding balance at migration time. This provides a snapshot for reference. Ongoing trust accounting requires separate reconciliation outside Monday CRM.

Smokeball workflow series (automated task templates tied to matter types) do not migrate. We export your workflow definitions as a reference document so your Monday CRM admin can rebuild equivalent automations using monday.com's automation center. This preserves your workflow knowledge for systematic recreation.

Paid invoices, invoice transaction history, trust balances, and trust history do not migrate. Monday CRM has no native accounting module. We provide a balance snapshot as a custom column and recommend Xero or QuickBooks integration for ongoing billing post-migration to maintain financial continuity.

Smokeball custom fields on contacts, clients, and matters (if not in standard scope) require custom column creation in Monday CRM. We inventory all custom fields during the pre-migration audit and map each to the appropriate column type, ensuring no field data is lost in translation.