Migrate from Avaza to Asana

Avaza Projects map 1:1 to Asana Projects. Each project carries billing method, budget, cost rate, and billable rate inherited from contact or timesheet category configuration — these map to Asana custom fields. We create project custom fields in Asana for billing_method, budget_amount, and cost_rate during schema setup before migration. The project status (active, archived) maps to Asana project archive state. If the source Avaza tier caps active projects below the migration scope, we flag overages for archiving before migration.

Avaza Sections are grouping containers inside a project with a display order but no independent metadata. They map directly to Asana Sections. We preserve display order by extracting the sort index from Avaza and applying it during sequential insert. Sections must migrate after their parent project exists in Asana to satisfy the project reference.

Avaza Tasks map to Asana Tasks with assignees, due dates, priorities, and flat-rate amounts preserved. Avaza's flat-rate task amount maps to a numeric custom field in Asana. Assignee resolution uses email matching against the Asana workspace user list. We preserve task hierarchy by creating tasks first and then linking any subtasks via the Asana subtasks endpoint. Status in Avaza (not started, in progress, completed) maps to completion state in Asana.

Avaza Timesheet entries link to project, section, task, user, and timesheet category with a frozen billable rate and cost rate copied at entry time. Asana has no native timesheet object. We represent timesheet data as a set of custom fields on the associated task: hours_logged (number), billable_rate (currency), cost_rate (currency), and timesheet_category (text). We aggregate multiple timesheet entries for the same task into a summed hours value and preserve the individual rate from the Avaza entry.

Avaza Expenses are linked to a project and carry amount, currency, category, billable flag, and receipt attachments. We create an expense task for each Avaza Expense or attach the expense as structured custom fields on the project task list. The billable flag and receipt attachment URL migrate to a text field and attachment respectively. Customers who need full expense reporting in Asana typically connect a dedicated expense tool post-migration.

Avaza Invoices are composite financial records that can include free-form line items, uninvoiced timesheet blocks, expense blocks, and task fixed amounts. Asana has no invoice object. We pull the fully assembled invoice state from Avaza's Invoice Detail report and produce a written inventory document listing each invoice number, date, amount, line items, and payment status. The customer's admin uses this to recreate invoices in their chosen financial tool (QuickBooks, Xero, Stripe, or an Asana-integrated invoicing app).

Avaza Quotes are distinct from invoices with their own approval statuses and client-view links. Quotes cannot be converted to projects during migration since that function is Avaza-specific. We reconstruct quote line items from the Quote Detail report and produce a written inventory of quote number, client, value, line items, and status. The customer's admin rebuilds quotes in their preferred quoting tool or recreates them manually in Asana as project briefs.

Avaza Customers are contacts billable at the account level. They map to Asana Teams as the organizational grouping unit. External Contacts (project collaborators and client portal users) map to Team Members within the corresponding Asana Team. We resolve by email match and provision any unmatched contacts as team members pending admin confirmation of their Asana accounts.

Avaza differentiates between Project Collaborators, Timesheet/Expense Users, Admin/Finance Users, Resource Schedulers, and Chat-access Team Members with role-based limits by tier. We map users by email match to Asana workspace members. Any user without a matching Asana account is held in a reconciliation queue for the customer's admin to provision before record import. Avaza Chat-only members (on Free plan) who have no project/task data are excluded unless they have assignments.

Avaza Timesheet Categories define work types (e.g., Development, Design, Consulting) and carry default billable and cost rates that cascade into projects and timesheet entries. We represent timesheet categories as Asana custom fields (drop-down text or multi-select) on the project or task level so teams can classify work type post-migration. The rate defaults are preserved on the project-level custom fields alongside the category label.

File attachments on Avaza tasks, expenses, and invoices are stored internally. We export file references and re-attach files in Asana where the export includes the blob or a reachable URL. Files without a reachable URL are flagged in the reconciliation report and documented for manual re-upload. Attachment metadata (filename, upload date, uploader) is preserved in Asana's attachment record.

Avaza custom fields on Projects and Tasks appear only in filtered report views and require the correct filter context to export. We work with the customer during scoping to identify every named custom field and its type (text, number, date, dropdown). We pre-create each custom field in Asana via the custom_fields API, define the field as a project-level or task-level field, and map the values during the data migration phase. Dropdown options are recreated as enum choices on the Asana custom field definition.

Avaza exposes 48 named reports across Project Management, Finance, Expenses, and Exports sections, all role-filtered. We extract data from the Exports section for raw unformatted data suitable for import. Reports themselves do not migrate as functional objects. We produce a written inventory of every active Avaza report with its name, type, filters applied, and a description of what it measured, so the customer's admin can recreate equivalent views in Asana's reporting module or connect a BI tool.