Migrate from Pegasus Systems to Trello

Pegasus Jobs are the project-level container with timelines, task lists, and resource allocation. We extract each Job and create a Trello Board. Within each Board, Lists are created to represent job phases or task categories. Job status (active, on-hold, completed) maps to Board background colour or an archived Board flag. Custom fields on Jobs (e.g., client name, budget code) map to Card-level custom fields only if the destination Trello plan includes them (Premium or Enterprise). Standard tier users receive those values as Card description text.

Individual task items inside Pegasus Jobs map to Trello Cards. Task name becomes Card title, task description migrates as Card description (rich text preserved), due dates migrate as Card due dates, and assigned Pegasus Users become Card Members via email match. Task status (complete, in-progress, blocked) maps to Card position within Trello Lists. Sub-tasks in Pegasus become Checklist items on the corresponding Trello Card.

Pegasus user accounts with role information map to Trello workspace Members. We extract all active and inactive Pegasus users and match by email address to Trello Member accounts. The customer's Trello admin must ensure workspace membership is provisioned before migration. Inactive Pegasus users are added as Board observers or archived in a reconciled list so historical assignment data is preserved on Cards.

Pegasus Clients store contact information, campaign history, and performance analytics. Trello has no native client object. We extract client records and recommend storing them as Trello Labels with client name (e.g., Label colour-coded per client), or embedding client contact details in Card descriptions. For agencies that require a full client CRM, we flag this as a separate CRM handoff and recommend a documented client list for import into a dedicated CRM tool post-migration.

Pegasus per-minute timesheet entries with billable/non-billable flags have no native Trello equivalent. Trello does not offer a time-tracking object. We extract timesheet entries as structured data (date, duration, user, job, billable flag) and write them into Card Checklist items or Card descriptions in a standardised format. For teams that require time tracking post-migration, we recommend a Trello Power-Up such as Prophetic or TrackIt, and the customer documents which Power-Up they have selected so the migration output can be reviewed against it.

Pegasus Invoices are generated from job costs and timesheet data. Trello has no financial objects and cannot store invoice records. We extract invoice data (headers, line items, amounts, payment status) as a structured export file and flag this for the customer's accounting team. Invoices must be migrated to a dedicated accounting platform (e.g., QuickBooks, Xero, FreshBooks) as a separate workstream. We do not load financial records into Trello.

Pegasus Expense records capture AP data tied to jobs or clients. Trello has no expense tracking capability. We extract expense data (vendor, amount, date, job association, AP status) as a structured export and flag it for migration to a dedicated accounting tool. The expense export is delivered alongside the migration, not inside Trello.

Pegasus Media Campaigns aggregate real-time metrics, client meetings, and new projects. We extract campaign metadata and snapshot the current metrics state as a Card description or Card attachment. Live data connectors from Pegasus do not migrate because Trello has no real-time metric widgets natively. The customer receives a static snapshot of campaign performance at migration time; ongoing media metrics require a separate reporting tool or connector.

Documents and files attached to Pegasus Jobs, Clients, or Invoices are extracted as binary blobs or URLs. We preserve attachment associations by linking them to the migrated Trello Card via the Card's attachment feature. Large binary files (over 10 MB) are uploaded to the customer's Google Drive or SharePoint and linked as a URL attachment in Trello to avoid Trello's attachment size limits.

Pegasus custom fields on Jobs and Clients require explicit mapping decisions. If the destination Trello workspace is on Premium or Enterprise, custom fields migrate as typed Trello Custom Fields (text, number, date, dropdown, checkbox). If on Standard, custom field values are written into Card descriptions as structured text and the customer receives a custom field inventory document listing every Pegasus custom field, its type, and its mapped Card description location for manual rebuild if the workspace upgrades.

Pegasus holds assets, cash flow statements, and chart-of-accounts data at the finance layer. Trello has no financial object model. We extract the accounts structure and current balances as a structured export and flag the financial records for migration to a dedicated accounting platform. Historical transaction history tied to closed or locked Pegasus periods is noted separately for the customer's accountant to reconcile before export.

Archived Pegasus Jobs and Tasks map to Trello archived Cards. We extract archived records during data preparation and create archived Cards in the corresponding Trello Board. The customer must confirm whether archived records should be included in the migration scope, as archived data volumes can significantly affect extraction time.