Migrate from work4all to HighLevel

work4all Customer master records (address, contact details, commercial figures, open items) map to a GoHighLevel Contact and an associated Company record. The Customer number from work4all becomes a custom field cust_number__c on Contact. We export Customer and Address records first to satisfy the lookup dependency before importing Contacts.

work4all Supplier master data mirrors the Customer structure with address and purchasing history. We map Suppliers to GoHighLevel Company records with a boolean custom field is_supplier__c set to true, and a custom field supplier_id__c carrying the original work4all supplier number. This separates suppliers from customers in reporting without losing the relationship graph.

Item master records (pricing, descriptions, stock information, item variants) map to a GoHighLevel Custom Object named Items with fields for item_code, description, unit_price, and variant_data. GoHighLevel's Product2 object is not used because work4all Items include ERP-specific fields (stock levels, cost price, supplier reference) that have no direct Product2 equivalent. The Custom Object approach preserves the full item schema.

work4all Sales Opportunities with stage, estimated value, linked Customer, and Contact references map to GoHighLevel Opportunities. Pipeline stages map to GoHighLevel Pipeline stages, and deal value maps to Opportunity value. We create the GoHighLevel Pipeline and stage definitions before migration to ensure stage values are whitelisted. The original work4all opportunity status (offen, gewonnen, verloren) maps to GHL stage names.

Phone call logs are CRM activities linked to Customers and Contacts. Exported notes are free-text summaries with timestamps. We import them as GoHighLevel Contact Notes with the source system tagged in a custom field call_log_source__c. Caller ID data (TAPI integration in work4all) maps to the Contact phone field if not already present.

Visit reports are time-stamped CRM records associated with a Customer and an Owner, potentially with custom fields depending on industry extension usage. For standard cases we import as GoHighLevel Tasks with type=Visit. If the customer uses industry-extension-specific fields on visit reports, we create a Custom Object Visit_Reports with matching custom fields and associate it to the relevant Contact or Company via a lookup relationship.

Invoices, offers, and cost receipts are stored as ERP documents linked to Customers and Items. Document headers and line items migrate as a GoHighLevel Custom Object Invoice with line_items as a JSON custom field or as separate Custom Object Invoice_Line_Item records linked to the Invoice. PDF attachments from work4all require a separate file transfer and linking step. Note that GoHighLevel's native Payments/Invoicing module is separate from this migration scope.

Open items represent unpaid or partially paid invoices and credit memos tied to Customers. We export open items with invoice reference, amount open, due date, currency, and payment status. If partial payments exist, we reconstruct the open amount from original invoice amount minus recorded payments (requesting payment records from the vendor export). In GoHighLevel, Open Items become a Custom Object Open_Items with fields for invoice_reference, original_amount, open_amount, due_date, and payment_status. This object is not natively supported in GoHighLevel pipelines or workflows; it serves as a reporting and reference record.

work4all Tasks (standalone CRM objects with status, priority, due date, owner, linked Customer/Contact/Document) map directly to GoHighLevel Tasks. Status enum values (offen, erledigt, storniert) map to GoHighLevel task status values. Owner assignment resolves via email lookup to GoHighLevel Users. Due dates and priorities migrate directly.

Time entries are linked to Employees, Projects, or Tasks depending on work4all configuration. Light-tier users have restricted time entry access only, so we confirm access during scoping. Time entries migrate as GoHighLevel Tasks with a custom field time_hours__c and time_project__c, or as a Custom Object Time_Entries if the customer requires project-level time tracking across multiple dimensions.