Migrate from Time Matters(r) to HubSpot

Time Matters contacts map 1:1 to HubSpot contacts. Names, email addresses, phone numbers, and mailing addresses transfer directly. Time Matters allows a contact to appear on multiple matters simultaneously — HubSpot contact records are created once and associated to multiple Deals via Contact-to-Deal associations.

Time Matters matters (cases or client matters) map to HubSpot Deals. Matter status (Active, Pending, Closed) maps to HubSpot Deal stage via value mapping. The matter name becomes the Deal name; matter description maps to the Deal's description field or a custom text property.

Time Matters practice areas (Family Law, Corporate, Litigation, etc.) map to either HubSpot Deal pipelines (if each practice area needs distinct stages) or a custom picklist property on the Deal called Practice_Area__c. The choice depends on whether each practice area has its own stage progression.

Time Matters Events — court dates, depositions, client meetings — map to HubSpot Meetings. Original start/end datetime, location, and attendees transfer. The parent matter reference becomes the associated Deal ID in HubSpot so the meeting appears in the Deal's activity timeline.

Time Matters ToDos map to HubSpot Tasks. Due dates, task descriptions, and completion status transfer. Time Matters allows ToDos to be linked to multiple matters — HubSpot Tasks support a single parent record, so the primary matter is used as the associated Deal; secondary matter links are preserved in a custom text field.

Time Matters notes map to HubSpot Notes. Original create datetime and note author transfer. Rich-text formatting in Time Matters notes is simplified to plain text in HubSpot Notes. Each note is linked to its parent record (Contact or Matter/Deal). Notes that contain embedded images or hyperlinks may require manual review to ensure links remain functional in HubSpot's note format.

Time Matters file attachments on matters (pleadings, correspondence, PDFs) are downloaded and re-uploaded to HubSpot Files. Original file names and create timestamps are preserved. The file is associated to the corresponding Deal record in HubSpot. Inline images and embedded objects may require re-hosting.

Time Matters time entries (hours logged against a matter for billing) have no native HubSpot equivalent. FlitStack aggregates time entries per matter into a custom number field (Total_Billable_Hours__c) and a custom text log (Time_Entry_Detail__c) on the corresponding HubSpot Deal. Hourly rate and total fees are stored as custom currency fields if the source data includes billing amounts.

Time Matters invoice records (fee agreements, trust ledger entries) map to HubSpot custom fields on Deals plus HubSpot Products for line-item precision. Invoice status maps to a custom picklist value. Detailed invoice history is preserved as a custom long-text field referencing the original invoice ID.

Time Matters supports N:N relationships between contacts and matters (e.g., a senior partner and associate both linked to one case). HubSpot Deals have a primary Contact role but allow additional contacts via the association model. We map the primary contact to the primary Deal contact and preserve all other contacts as secondary Deal contacts with a custom role field.

Time Matters supports custom record types beyond the four standard ones. HubSpot Professional and Enterprise support custom objects. We assess each custom record type — whether it maps to existing HubSpot objects (Contacts, Deals) as custom properties or requires a dedicated custom object — during the migration audit phase.

Time Matters merge templates generate PDF letters and documents from matter and contact data. HubSpot has no native document-merge or template-generation feature. We export the merge template definitions as a reference package for rebuilding in third-party tools (LawPay, Smokeball, or document automation platforms).

Time Matters email threads linked to matters export as HubSpot Email activities on the corresponding Contact and Deal records. Subject, body, timestamp, and sender/recipient information transfer. Inline attachments become HubSpot Files. Email metadata including read status, email threading references, and custom headers are preserved in the activity log for audit trail purposes.