Migrate from Visma Severa to monday Work Management

Visma Severa Cases are the primary business-unit container containing sub-tasks, time entries, expenses, and billing. Each Case maps to a monday.com Board. The Case number becomes the Board name with Case status (Active, Won, Lost) mapped to a Status column on the Board. Case description, responsible person, and Business Unit assignment transfer as Board-level data fields. We set up the Board structure (Groups, Status columns, People column) before migrating any Items so that the hierarchy is ready for child record ingestion.

Sub-tasks and project-level tasks within a Severa Case export as rows with parent-child relationships. We reconstruct the task hierarchy in monday.com using parent-Item linking or subitems depending on the destination Board's Group structure. Task status (Not Started, In Progress, Completed) maps to the monday.com Status column values. Due dates, priority, and assigned person transfer to Date, Priority, and People columns respectively.

Severa Customer records map to monday.com Contact integration (native monday.com Contacts feature) with company name, email, phone, and address data preserved in Contact fields. The Customer-Case linking transfers as an Item-column link to the Board representing the Case. If the customer does not enable monday.com Contacts, Customer data maps to text and email columns on the Board instead. We validate email format and flag duplicates before insert.

Hour Entries with billable hours, quantities, hourly rate, approval status, and date merge into the parent Case Board as Item subitems or as structured column data in a Time Tracking column. We preserve the billing flag (billable vs non-billable), the hourly rate for post-migration billing reconstruction, the approver context, and the original entry date. Multiple hour entries for the same day on the same Case aggregate into a single subitem entry with total hours logged.

Expense records with amounts, currency, expense type, and linked Case transfer as expense subitems on the relevant Case Board. Currency amounts migrate as numeric column data; expense categories (travel, meals, accommodation, etc.) map to a Label column or a custom Expense Type column. We flag any currency mismatch between the source currency and the destination org's base currency for manual review before final insert.

Severa Resource Allocations define person-to-Case assignments with start/end dates and allocated hours. We map these to monday.com People columns on Items, with start and end dates preserved in Date columns. Note that monday.com's People column provides basic assignment and a utilisation overview, but does not offer the capacity planning heatmaps and utilisation reporting that Severa's dedicated Resource Management module provides. We flag this gap during scoping and recommend a resource management integration (Power Apps, or a monday.com partner app) if capacity planning is critical.

Severa Business Units/departments organise reporting across Cases and Users. We map Business Units to monday.com Teams (available on Pro and Enterprise plans) so that Board-level access permissions can be scoped by department. Teams without monday.com Teams enabled map to Workspace-level access instead. We flag the plan dependency if Teams mapping is required for access control.

Severa Users and Employees are always synced bidirectionally in the Visma Business integration, but for migration we extract them as a user list with name, email, role, and Business Unit assignment. We resolve Users by email match against the monday.com destination workspace. Any Severa User without a matching monday.com User goes to a reconciliation queue for the customer's admin to provision before record import resumes. Inactive Severa users migrate as inactive monday.com users to preserve historical attribution.

Severa Invoices (headers, line items, payment status, total amount, currency) transfer as structured data columns on the relevant Case Board Item, not as native invoice records, because monday.com has no native invoicing module. Invoice status (Draft, Sent, Paid, Overdue) maps to a Status column; line item amounts, quantities, and descriptions map to numeric and text columns. The customer reconstructs invoices in their chosen billing tool (Visma.net Financials, a monday.com billing integration, or another platform) using the migrated structured data. Invoice PDF attachments require separate file migration outside the data migration scope.

Custom fields on Cases, Customers, and Hour Entries transfer as key-value pairs mapped to monday.com column types: text fields map to Text columns, numeric fields to Numbers columns, date fields to Date columns, and multi-select fields to Labels or Dropdown columns. We review the destination board's existing column structure before inserting to avoid duplicate column creation. Complex custom field types (e.g., Severa-specific lookup structures) preserve as structured JSON in a Text column if no direct type equivalent exists in monday.com.

Severa Products (including Work Types used for billing) transfer to a monday.com Product board or as Items on a dedicated Board. Product name, code (equivalent to Severa's product number), and standard hourly rate map to Text, Text, and Numbers columns respectively. This mapping supports post-migration time-tracking billing reconstruction against the correct product or work type.

Severa Sales Cases track leads and opportunities before they become active project Cases. We map Sales Cases to Items on a dedicated monday.com Board acting as the pre-project pipeline, with Sales Case status (Lead, Qualified, Proposal Sent, Negotiation, Won, Lost) mapped to a Status column. Once a Sales Case converts to an active project Case in Severa, the corresponding Item moves to the appropriate project Board. We configure the board structure and Status column values to match the customer's existing Sales Case pipeline during schema design.