Migrate from BQE CORE to Trello

Each BQE CORE Project maps to a Trello Board. The CORE Project name becomes the Board title, and the CORE Project description migrates as the Board's description field. Project status (Active, On Hold, Completed) maps to Board visibility (Private for internal, Public for cross-team) or a custom label scheme at the customer's discretion. We extract the full phase hierarchy before cards are created so that List creation order matches the CORE phase order.

Each BQE CORE Phase under a Project maps to a Trello List on the corresponding Board. Sub-phases within a phase are mapped as Cards within that List, preserving the parent-child hierarchy by setting the first card-level checklist item to reference the sub-phase name and parent phase. If CORE has more than 5 phases on a single project, we group phases into multiple Lists by phase category rather than creating an unwieldy single-board structure; the customer chooses the grouping strategy during scoping.

CORE sub-phase task items map to Trello Cards. The Card title is the task name, the Card description carries the task notes and any custom field values attached to the task. Due dates migrate from CORE's task-level date fields if present. Card assignees resolve from the CORE Employee record to a Trello member by email match.

CORE Employee records map to Trello Workspace members by email address. We extract first name, last name, email, and avatar (if stored) and create Trello member records by inviting via email. Cost rates and bill rates from CORE cannot map to Trello (Trello has no rate schema), so we document these values in a per-member reference table for the customer's manual records. Employees without a usable email are flagged in the reconciliation report.

CORE Time Entries linked to a Project and Phase map to Checklist Items on the corresponding Trello Card (one checklist per Card). Each checklist item records: employee name, date worked, hours, billable/non-billable flag, and notes. Hours are summed per Card for a quick budget-versus-logged view. If a Trello Premium plan is in use, Card custom fields (number type) can hold a total hours field calculated during migration. BQE CORE's per-minute API rate limits require chunking time entry extraction across multiple windows; we track the chunk boundaries to avoid duplicate records in the destination.

CORE Expense records map to Checklist Items on the corresponding Trello Card with: vendor name, expense category, amount, date, and reimbursement status. Receipt file references (stored as links in CORE) are documented as a manual action: the customer uploads receipts to a Google Drive or Dropbox folder and links from the Card. Expense categories that do not map to an existing Trello Label are created as Labels during migration. CORE's AP/AR and payment status fields have no Trello equivalent and are documented for manual tracking.

CORE Custom Field definitions (label, type, length, optional list linkage) from Settings > Display & Formatting > Custom Fields are pre-created in Trello as Board-level Custom Fields before card migration begins. CORE field types map to Trello types: Text Box to Text, Drop-down to Dropdown, Date to Date, Checkbox to Checkbox, Number to Number. If CORE uses a Memo type field, it maps to the Card description appending the value. Custom field definitions that cannot map (e.g., file attachment fields) are flagged as manual-rebuild items.

CORE Custom Field Values are stored as separate linked entities with entityId and entityType rather than on the entity itself. We perform a two-pass extraction: first to collect all Custom Field Values keyed by entityId and entityType, then a join pass to stitch values back to their parent Project, Phase, Time Entry, or Employee record. This ensures that Trello Cards receive complete records with all custom field values populated. Migrations that skip this two-pass approach result in cards without custom field data.

BQE CORE Invoice records have no equivalent schema in Trello. Invoices, invoice line items, payment status, and aging data cannot be represented as Trello cards, lists, or custom fields. We extract and deliver an Invoice Reference Export as a CSV: Invoice ID, Client name, Invoice date, Amount, Status, and Project reference. The customer uses this to manually record invoice status in their accounting tool of choice post-migration.

BQE CORE Vendor records (contact details, payment terms, AP account assignments) have no Trello equivalent. We extract a Vendor Reference Export as a CSV: Vendor name, contact email, payment terms, and AP account code. The customer uses this for manual vendor setup in their accounting software. We do not create placeholder Cards or Labels for vendors as this would pollute the project's Kanban structure.

CORE's Chart of Accounts (account types, numbers, sub-account hierarchies, and balances) maps to no Trello object. We extract an Account Export CSV: Account number, Account name, Type, Sub-type, and current balance. If the customer adopts a Trello Power-Up that integrates with an accounting tool (e.g., QuickBooks or Xero), the export serves as the chart-of-accounts seed document. This export is delivered alongside the migration package as a separate reference file.

CORE User records (email, name, security profile, screen-level permissions) map to Trello Workspace members with Board-level permission assignments. We extract active users and map their CORE security profile to Trello Board roles: Admin in CORE maps to Board Admin, standard users map to Member. We flag any CORE user whose permissions imply capabilities (e.g., billing access, full AP/AR) that Trello cannot enforce, so the customer knows where permission parity breaks down.

CORE Fiscal Year records, including any Migrated Fiscal Years created during onboarding for historical data periods, have no Trello equivalent. We extract the fiscal year definitions and flag any time entry or expense data that spans across fiscal year boundaries, delivering a Cross-Fiscal-Year Reference CSV that the customer uses to understand period attribution post-migration.

BQE CORE uses a project status workflow rather than a CRM-style pipeline, and Pipeline Stages are listed as 'none' in CORE's object support matrix. This concept does not map to Trello's board structure. We document the CORE project status values in the migration handoff so the customer can establish a Trello label scheme or Status Power-Up if they want to preserve project-phase visibility.