Migrate from Yardi to HighLevel

Yardi tenant records are people-level entities tied to a lease and a unit. They map directly to HighLevel Contacts with name, email, phone, and address fields carried over. Duplicate tenants across units result in one HighLevel contact per person. During migration, FlitStack deduplicates contacts by email and flags any multi‑unit associations using a custom Unit_ID__c field, ensuring each individual appears once while preserving lease‑level context.

Yardi properties (residential buildings, commercial complexes) map to HighLevel Companies. Property name becomes Company Name; the full street address maps to the Company address fields. Property type, unit count, and manager contact info migrate as custom fields on the Company.

Yardi units are child records under a property (Unit 101, Unit 102). HighLevel Companies have no native sub-record concept. Unit-level data — rent amount, unit type, bedroom count, square footage — migrates as repeating custom fields or is denormalized into a custom Unit List field with comma-separated or JSON-encoded values.

Yardi leases contain rent amount, term dates, escalation clauses, concessions, security deposit, and status. HighLevel has no lease object. We create a custom object (Lease) with fields for each lease attribute, linked to the tenant Contact and property Company via lookup relationships. Lease status (active, expired, terminated) maps to a pick-list custom field.

Yardi property owners are often stored as contacts with an Owner role. We migrate them as HighLevel Contacts tagged with the 'Owner' tag. Multiple owners of one property may share a single Contact or be split — your admin decides on the relationship model.

Yardi vendors (maintenance contractors, service providers) map to HighLevel Companies, since they are organization-level entities. Vendor contact name and phone migrate to the Company phone and primary contact fields. Vendor type (HVAC, plumbing, electrical) is stored as a custom field.

Yardi maintenance requests are work orders tied to a unit and a vendor. HighLevel has no native maintenance module. Open requests migrate as HighLevel Tasks with the unit address as the description. Recurring maintenance workflows are not carried over — they must be rebuilt in HighLevel's Workflow builder.

Yardi's trust accounting ledger tracks rent payments, charges, and balances per tenant. HighLevel has no accounting engine. Historical payment records migrate as read-only custom fields on the Lease custom object for reference — they are not reconciled within HighLevel and should be maintained in a dedicated accounting tool post-migration.

Yardi Breeze tracks leasing prospects and leads separately from tenants. These map to HighLevel Contacts tagged with 'Prospect' or 'Lead'. Their stage in the leasing pipeline migrates as a custom pick-list field on the Contact. The pipeline stage field can be used to drive HighLevel Workflows, such as automated follow‑up sequences or SMS reminders, ensuring leads progress through defined steps without manual intervention.

Yardi stores lease PDF copies and attachments in RentCafe or the Voyager document module. HighLevel has a Files object but no direct document management for leases. We download all lease documents from Yardi and re-upload them to HighLevel Files, storing the link in a custom Lease Document URL field on the custom Lease object.