Migrate from Projectworks to monday Work Management

Projectworks Project records map directly to monday.com Boards. The project name becomes the board title, project status (active, on hold, completed) maps to a Status column, and project budget data migrates as custom Number and Formula columns for planned vs. actual tracking. Custom fields on the Project record map to custom columns on the board. If the customer uses multiple Projectworks workspaces for different teams, those map to separate monday.com workspaces.

Projectworks Milestones are sub-objects of Projects tracking key delivery points. In monday.com, milestones map to either Group names (one group per milestone) or Status column values within a single board, depending on the customer's preferred structure. Milestone due dates migrate as Date columns; completion status maps to a Checkbox or Status column. We confirm the preferred structure during scoping.

Projectworks Task records map to monday.com Items on the project board. Task name becomes Item title, assignee maps to Person column (resolving People records), due date maps to Date column, and status maps to Status column. Custom fields on Projectworks Tasks migrate as custom columns on the monday.com Item. Task hierarchy (parent-child relationships) requires custom dependency columns or the native Dependencies column in monday.com Standard and above.

Projectworks Time Entries record billable and non-billable hours against Projects and People with dates. monday.com has no native time entry object; the Standard Time Tracking add-on ($8/seat/mo) provides per-item hour tracking with start/stop logging. We migrate historical time entry data as custom Number columns on Items (hours per entry) linked to a Date column, preserving billable/non-billable flags as Status or Label columns. For firms that need PSA-grade time tracking, we recommend activating monday's Time Tracking add-on post-migration and mapping the historical data accordingly.

Projectworks Expenses track reimbursable and non-reimbursable costs linked to Projects and People. In monday.com, expenses migrate as custom columns on the project board (Expense category as Label, Amount as Number, Reimbursable status as Status) or as items on a separate Expenses board linked via Connect boards column. Xero sync settings on reimbursable expenses do not transfer; we extract the raw expense data so it can be re-imported into the destination accounting system. We flag any Xero-specific mappings during scoping.

Projectworks Budgets define planned versus actual revenue and costs at the Project level. In monday.com, budget line items migrate as custom Number columns (Planned Revenue, Planned Cost, Actual Revenue, Actual Cost) with Formula columns computing variance. Complex budget rollups across multiple projects require a separate Budgets board with Connect boards columns linking to project boards. monday.com does not have native PSA-style financial forecasting; firms relying on advanced budget forecasting in Projectworks may need a third-party BI integration (Power BI, Tableau) or monday.com's Analytics Pro feature.

Projectworks People records contain capacity, hourly rates, utilization settings, and project assignments. In monday.com, People migrate to a dedicated Resources board with custom columns for capacity (hours/week), billable rate (Number), utilization target (Percentage), and current assignments (linked Items via Connect boards). monday.com's native Person column type references team member accounts; billable rates require custom Number columns since monday does not have a native rate card object.

Projectworks invoices combine fixed-fee and hourly rate line items on a single invoice, a capability users value over WorkflowMax. monday.com has no native invoicing object. Invoice data (headers, line items, totals, status) migrates as custom columns on an Invoices board or as linked items on the project board. Firms needing PSA-grade invoicing post-migration must adopt a separate tool (Stripe, Bill.com, Xero) and re-establish the accounting connection, since the Projectworks-Xero sync settings do not transfer. We document all invoice records in a structured format for re-import into the chosen invoicing tool.

Projectworks Quotes contain custom fields and line items for client proposals. In monday.com, Quotes migrate as custom columns on a Quotes board (or on the project board) capturing quote value, status, and custom field values. New quote intake migrates from Projectworks Forms to monday.com WorkForms, which feed into project boards. We flag any custom field schema unique to the firm's quotes during scoping.

Projectworks Company records link to Projects and Contacts with address and billing details. In monday.com, Companies migrate as items on a Contacts board (separate from project boards) with custom columns for address, billing details, and a Connect boards column linking to associated project boards. Custom fields on Company records migrate as custom columns.

Projectworks Contact records are separate from Company records and support custom fields. In monday.com, Contacts migrate to the same Contacts board as Company records, with custom columns for email, phone, role, and a Link to Person column for the individual. The relationship to parent Company is preserved via a Connect boards or Link to Item column. We enumerate all custom fields during scoping to ensure complete column mapping.

Projectworks custom fields exist on Projects, Tasks, Expenses, People, Companies, Contacts, Timecodes, Budgets, Time Entries, Invoices, and Quotes. Each custom field maps to a monday.com custom column of the equivalent type (Text, Number, Date, Status, Label, etc.). monday.com column types are more limited than Projectworks field types; we flag any specialized field types that require workaround columns or the Customization Platform for rebuild. We enumerate all custom field schema during discovery.

Projectworks custom reporting views are defined in a proprietary schema not publicly documented via API. We cannot migrate view definitions. We extract the underlying data (project financial data, utilization, budget vs. actual) so reports can be rebuilt in monday.com using native dashboards (Standard and above) or monday.com Analytics. We document which reports the customer had configured so nothing is forgotten during the rebuild.