Migrate from Time Matters(r) to HighLevel

Time Matters® Contact records map directly to HighLevel Contacts. Fields including name, email, phone, address, and company name transfer to the corresponding HighLevel contact properties. Time Matters® contact ID is stored as a custom field for traceability and delta-run de-duplication.

Time Matters® Matter records do not have a direct HighLevel equivalent since HighLevel lacks a case-management object. We map each Matter to a HighLevel Opportunity (pipeline deal), using the Matter name as the Opportunity name, Matter status as pipeline stage, and Matter type as a custom field. The Matter record type label (e.g., Litigation, Transaction, Consultation) is preserved in a Matter_Type__c custom field on the Opportunity.

Time Matters® allows each Contact to be linked to multiple Matters simultaneously with role labels (Attorney, Client, Witness, etc.). HighLevel has no N:N junction object for contacts-to-opportunities by default. We resolve this by creating Opportunity-contact associations in HighLevel and tagging each contact with a tag derived from the matter name (e.g., 'Matter: Smith v. Jones') so the relationship history is queryable.

Time Matters® Event records (calendar entries with start/end times, attendees, and descriptions) map to HighLevel Appointments. Original start time, end time, location, and event description are preserved. Events linked to a specific Matter become appointments associated with the corresponding HighLevel Opportunity.

Time Matters® ToDo records map directly to HighLevel Tasks. Each task's subject line, description, due date, priority level, and completion status transfer to the corresponding HighLevel Task fields. Matter-linked ToDos from Time Matters® attach to the migrated Opportunity in HighLevel so task context is preserved across the new CRM. Any attachments or notes on the original ToDo are attached to the migrated task record.

Time Matters® Notes (free-form text entries with timestamps and owners) map to HighLevel Notes attached to the corresponding Contact or Opportunity record. Rich-text formatting is preserved where Time Matters® supports it. Note author is mapped to the HighLevel user by email match.

Time Matters® Time Entries (hours logged, billing rate, expense description, and billable/non-billable flag) have no native HighLevel equivalent since HighLevel lacks billing. We preserve time entry data as custom fields on the linked Opportunity (Total_Hours__c, Billing_Rate__c, Billable__c) and append a summary Note with the full time-entry narrative for reference.

Expense records from Time Matters® (amount, category, date, vendor, and description) transfer as custom fields on the associated HighLevel Opportunity — Expense_Amount__c and Expense_Category__c capture the key financial details. A detailed Note attachment on the Opportunity preserves the full narrative of each expense entry. Matter-linked expenses in Time Matters® attach to the corresponding migrated Opportunity so expense context remains tied to the client engagement. HighLevel has no native expense tracking, so the Note attachment maintains the complete expense history.

Time Matters® documents attached to contacts or matters are downloaded and re-uploaded to HighLevel as Files attached to the corresponding Contact or Opportunity record. We preserve the original document name and attach date as metadata on the HighLevel file record.

Time Matters® staff records (attorney or paralegal accounts) are matched to HighLevel users by email address. If a Time Matters® user has no matching HighLevel account, we flag the record before migration so your team can create the HighLevel user or assign the contact to an existing fallback user.

Time Matters® custom forms and user-defined fields vary by firm. We audit the custom field inventory during the pre-migration review, create equivalent Custom Fields in HighLevel (Custom Fields section in contact and opportunity settings), and map each field's data type and pick-list values accordingly before the full migration runs.

Time Matters® generates invoices and tracks trust account balances. HighLevel has no billing, accounting, or trust account module. We export invoice and trust account records as reference Notes on the Opportunity for audit trail purposes, but the financial records must be maintained in a dedicated legal accounting platform post-migration.