Migrate from BigTime to monday Work Management

BigTime Projects map to monday.com Boards as the top-level container. Project fields (status, dates, budget, client assignment) become Board metadata or custom columns on an introductory Item. We treat each BigTime Project as a monday.com Board, with the Project Name as the Board name and the Project Status mapped to a Status column. Budget data migrates as a Number or Formula column. If the customer prefers a single-board structure for all projects, we map Projects to Groups within a master Board instead, preserving project-level Custom Fields as columns on each Group's introductory item.

BigTime Tasks map to monday.com Items. The two-level hierarchy constraint in BigTime (parent and direct child only) means that any nested sub-tasks beyond one level in BigTime were already flattened. We reconstruct the parent-child relationship in monday.com using Subitems, which support unlimited nesting depth and allow the customer to restructure deeper than BigTime allowed. Task status, assignee, and due date map to corresponding monday.com columns.

BigTime Clients (the billing entity with contact details, billing address, and payment terms) map to monday.com Contacts if the customer uses monday.com Contacts, or to a dedicated Clients Board with contact details stored as columns on contact items. We preserve Client Name, Primary Contact, Billing Address, and Payment Terms as custom columns. Client-Project relationships are maintained via a Connect Boards column or a person/contact column linking project Items to client Items.

BigTime Staff records (name, role, department, billable rate, cost rate) map to monday.com Workspace Members. Billable rate and cost rate become custom Number columns on the person's profile or as columns on a Staff/Team Board. We preserve the role and department as Tags or dropdown columns for capacity planning. Owner assignment on migrated Items resolves by matching staff email to monday.com user email.

BigTime Time Entries (project, staff member, date, hours, billable/non-billable flag, task detail) map to monday.com Items with a Time Tracking column on Pro plans. Each time entry becomes a sub-item or a separate item within the project board, linked to the task item and the team member via Person and Time Tracking columns. Already-invoiced time entries are tagged with an Invoiced status and preserved for historical reference. Work-in-Progress (unbilled) entries are flagged for billing workflow reconstruction.

BigTime Expenses (project association, expense code, amount, date, vendor, receipt references) map to Items on a dedicated Expenses Board or as Subitems on the corresponding Project Board. Expense codes map to a Label or Status column. Receipt references migrate as file attachments to the expense item. We flag any expenses without a matching vendor in monday.com for manual review before the migration batch closes.

BigTime Invoices do not have a native monday.com equivalent because monday.com has no billing or invoicing module. We migrate invoice records as Items on a separate Invoices Board with line-item details stored as columns (Invoice Number, Amount, Status, Client, Date). Already-paid invoices are migrated as closed records for historical reference; draft invoices are migrated as Items with Draft status and a note that they require recreation in a billing tool. We do not migrate invoice PDFs as they are not accessible via BigTime's API.

BigTime Project-level Custom Fields (text, dropdown, checkbox, monetary, URL) map to monday.com custom column types that best match the value type. Dropdown maps to Labels; checkbox maps to a Toggle column; monetary maps to Number; URL maps to Link. We preserve the original field label and all populated values. If the destination board does not yet have the column configured, we pre-create it during schema setup before data migration begins.

BigTime staff assignments to projects with scheduled hours map to monday.com Timeline columns or a linked Capacity Planning Board. Where BigTime tracks capacity by percentage or hours per project per staff member, we map these to a People column with a Duration or Number column for allocated hours. The customer should be aware that monday.com's native resource management is limited compared to BigTime's Foresight add-on; we document the gap in the handoff report.

BigTime's Scheduled vs. Actual report (planned hours/cost/revenue against tracked values) does not map directly to a native monday.com object. We reconstruct budget data as Number columns (Budget Amount) and Formula columns (Actual Hours vs Budgeted Hours) on the Project Board, preserving variance calculations. The customer rebuilds ongoing WIP and forecast views using monday.com's chart and dashboard tools post-migration.

File attachments on BigTime Projects, Expenses, and Time Entries migrate as file attachments to the corresponding monday.com Item. File metadata (filename, type, size, uploader) is preserved in the item's activity log. We rely on the BigTime API to retrieve attachment URLs and upload them to monday.com's file storage. Note that monday.com's Basic plan includes 5 GB storage; larger attachments may require the Standard plan or external storage.

BigTime Tags applied to Projects or Expenses migrate as monday.com Labels (the tag system built into the platform). Tags used for classification map directly. If tags represent a hierarchical taxonomy in BigTime, we flatten them into comma-separated label strings and flag for potential reorganization in monday.com's label management UI.