Migrate from Projectworks to Trello

Projectworks Project records map to Trello Boards. The project name becomes the board title, project status (active, on-hold, completed) maps to Trello board visibility and optionally a status label on all cards. Archived projects in Projectworks map to archived Trello boards if the destination workspace has archive enabled. Project budgets, milestones, and custom fields do not map natively to board objects; budget data is extracted to CSV and milestone data is extracted to a structured JSON mapping file.

Projectworks Milestones map to Trello Lists within each board. The milestone name becomes the list name, and the milestone due date is stored as a custom field on the first card in the list or as a card due-date convention the team adopts. Milestone completion status is preserved as a List label or board label. Since Trello Lists have no native milestone object, the team documents their milestone-to-list convention during scoping so it is applied consistently after migration.

Projectworks Tasks map to Trello Cards within the parent project's board and list. Task name becomes card title, task description migrates to card description, assignees migrate as Trello Board Members, due dates migrate as card due dates, and task status maps to a card label or list position convention. Checklist items on Projectworks tasks become Trello checklists on the corresponding card. Task custom fields (text, number, date) map to Trello Custom Fields Power-Up field types (text, number, date).

Projectworks People records with active assignments map to Trello Board Members. The person's name and email migrate; billable hourly rate, utilization percentage, and capacity settings do not have a Trello equivalent and are extracted to a Resources report CSV for the customer's operations team. Any inactive Projectworks users who have no open task assignments are not migrated to Trello to avoid inflating the board member count unnecessarily.

Projectworks Time Entries cannot map to any native Trello object. Trello has no timesheet, duration, or billing association on cards without a third-party Power-Up. We extract all time entries grouped by Project and Person to a structured CSV with columns for date, hours, billable flag, rate, and amount. If the customer has purchased a Time Tracking Power-Up (such as Time Camp, Toggl, or a custom Power-Up), we document the expected custom field schema for the Power-Up vendor so the CSV can be imported into that tool separately. This extraction is manual post-migration, not a live Trello sync.

Projectworks Expenses (reimbursable and non-reimbursable) have no Trello equivalent. Trello Cards support custom fields but have no expense line item model. We extract all expense records to CSV with project link, person, amount, category, and reimbursement status. If Projectworks is connected to Xero, reimbursable expenses that were exported as Xero bills are flagged separately so the customer can re-establish that connection after migration.

Projectworks Invoices (including mixed fixed-fee and hourly line items) have no Trello equivalent. Trello has no invoice object, no line item model, and no accounting export. We extract all invoice records to CSV with header details and line items, preserving amounts, statuses (draft, sent, paid, void), and Xero sync flags. Invoice PDFs cannot be attached to Trello cards as native accounting records; they are provided as a separate document archive.

Projectworks Quotes with custom fields map to a Quote extract CSV. Trello has no quote or proposal object. We preserve quote name, client, total value, status, and custom field values in a structured extract. If the customer uses quotes for client-facing project scoping, they will need a separate quoting tool (such as PandaDoc, Qwilr, or a CRM-based quoting feature) post-migration.

Projectworks Budget records (planned vs. actual revenue and costs at the project level) have no Trello equivalent. Trello has no budget tracking, no margin calculation, and no financial variance reporting. We extract all budget line items with project linkage, planned amounts, and actual amounts to a Budget Report CSV. This data is the responsibility of the customer's finance or operations team to integrate into a spreadsheet, BI tool, or accounting system post-migration.

Projectworks Company records linked to Projects migrate as a Board label set (one label per client company) or as a Trello Custom Field of type Dropdown on cards. The customer chooses during scoping. Company address, billing details, and custom fields on the Company object are extracted to a Companies CSV since Trello has no company or account object.

Projectworks Contact records (separate from Company) linked to Projects or Tasks migrate as Card Members on the relevant cards or as a Trello Custom Field holding the contact name. Email addresses and custom fields on Contact are extracted to a Contacts CSV. The customer chooses member-based or custom-field-based mapping during scoping based on their Trello plan and privacy requirements.

Projectworks custom fields on Projects and Tasks map to Trello Custom Fields Power-Up field types. We enumerate every custom field during discovery, map text to text, number to number, date to date, and checkbox to checkbox. Dropdown or multi-select custom fields map to Trello dropdown custom fields. Custom field schema is configured in the destination Trello workspace before card migration begins. We do not migrate custom fields on Invoice, Quote, Expense, or Budget because those objects do not map to Trello.