Migrate from WennSoft to HighLevel

WennSoft customers (business entities) map to HighLevel Companies; individual contacts within each customer map to HighLevel Contacts linked to that Company. Primary contact fields (name, email, phone) transfer directly; customer-level address data maps to the Company record. This ensures a hierarchical structure where business relationships are preserved and contact information is properly organized.

WennSoft locations represent service addresses tied to customers. Each location's address, contact name, and service details attach to the relevant HighLevel Contact record via custom address fields. Multiple locations for the same customer consolidate under one Company with multiple linked Contacts.

Equipment records (serial numbers, model, installation date, maintenance history, warranty status) have no HighLevel equivalent. We create an Equipment custom object with fields for serial number, model, install date, warranty expiry, and last service date. Service call history attaches as linked activity records.

Service calls combine scheduling, technician assignment, problem description, and resolution notes. We split these: core call details (date, duration, status, problem type) become a custom ServiceRecord object; the technician's work notes and timeline become HighLevel Tasks attached to the Contact and Equipment.

Work orders represent job cost lines with labor, parts, and billing amounts. We map the work order header (job ID, customer, status) to a HighLevel Opportunity, and detailed line items (labor hours, part costs, billing rates) to a custom WorkOrder custom object with relationship to the Opportunity.

Service contracts (coverage period, contract value, included services, billing frequency) have no HighLevel equivalent. A ServiceContract custom object captures contract terms, coverage start/end dates, and associated equipment. This preserves all contractual details for reference and reporting. Automated renewal reminders require rebuilding in HighLevel Workflows post-migration, which we document as part of your migration deliverables.

WennSoft employees and technicians map to HighLevel Users (for system access) and Contacts (for customer-facing records). Email addresses determine the User match; technicians without HighLevel accounts become Contacts flagged for internal use only. This dual-entity approach ensures your team can access HighLevel for scheduling and task management while preserving employee information as contact records for service history linkage.

Vendor records (company name, contact name, email, phone) map directly to HighLevel Contacts tagged as vendors. This allows vendor information to coexist with customer and employee contacts in a single system. Vendor-specific fields like payment terms and account numbers become custom fields on the Contact record, enabling your team to track vendor relationships and payment information alongside other contact data.

Invoices and billing records cannot be recreated as native HighLevel invoices (which require the Payments add-on). We create an Invoice custom object with invoice number, date, amount, status, and line items. Detailed invoice PDFs attach as files. Post-migration, your team can use HighLevel's invoicing feature for new transactions.

WennSoft TimeTrack data (technician hours, expense claims, billing rates) maps to a TimeEntry custom object linked to the Contact (employee) and ServiceRecord. This preserves time-tracking history for reference and reporting. Payroll-export fields map to corresponding custom fields for third-party payroll integration, allowing your payroll team to export time data for processing in external payroll systems.

WennSoft Extended Pricing Matrix rules (billing amount and markup costs per call type, problem type, equipment type) translate to a PricingTier custom object with conditions and rate fields. HighLevel does not enforce pricing logic — rates display as reference data; your team applies them manually or via workflows.

File attachments on service calls, work orders, and equipment records download and re-upload to HighLevel Files. This preserves all associated documentation for each record. Files attach to the corresponding Contact, Custom Object record, or Opportunity, maintaining the relationship between documents and their associated records. Size limits follow HighLevel's standard upload constraints, ensuring compatibility with the platform's file management system.