Migrate from WorkflowMax to Trello

WorkflowMax Client records map to Trello Workspace Members with the client name stored as a custom field on a reference Board or as an Organization profile field in Enterprise tier. We export Clients as the first entity in migration order so that any downstream Job import can reference the correct Trello member or board owner. Clients without an email in WorkflowMax are assigned a placeholder Trello member with the contact name as display name.

WorkflowMax Contacts (separate from the Client record via the Generic - Contacts export) map to additional Workspace Members attached to the same Board as the parent Client. Postal address fields migrate as a card description note or a custom field if the destination Board uses the Custom Fields Power-Up. We deduplicate by email address to avoid creating duplicate Trello members for contacts who appear in both the Client and Contact exports.

WorkflowMax Jobs are the primary migration unit and map directly to Trello Cards. Each Job's name becomes the Card title, description becomes the Card description (with any internal notes appended), Job State maps to a Label colour (e.g., Active=green, Cancelled=red, Completed=blue), and Start Date and Due Date map to Card due date fields. We use the Job UUID as a custom Card ID field for reconciliation after migration. Jobs without a Client are placed in a default onboarding or backlog Board.

We configure one Trello List per distinct WorkflowMax Job State (e.g., Quote, In Progress, On Hold, Completed, Cancelled). Lists are pre-created on each Board before Card migration begins. If WorkflowMax uses custom states beyond the platform defaults, we create matching custom Labels in addition to the status-based List distribution. List order is preserved from the migration scoping configuration.

Each WorkflowMax Task belonging to a Job migrates as a Checklist item on the parent Card. Task estimated hours migrate as text appended to the checklist item name (e.g., '[Est. 4h]'). Billable flag maps to a separate 'Billable' Label applied to the Card. Staff assignment on the Task resolves to a Card member (mapped via the Staff object). If a Task has sub-tasks in WorkflowMax, we flatten the hierarchy into a nested Checklist structure within the parent Card. Tasks without a parent Job are held in a catch-all Backlog Card for manual reassignment.

Timesheet entries (staff, date, hours, billable flag, cost rate) are aggregated per Job per staff member and written into the Card description as a structured summary table. Because Trello has no native time tracking object, we store the most recent 12 months of timesheet data in the Card; older historical timesheets are exported to a CSV delivered alongside the migration for reference in a connected time-tracking tool. We flag in the migration report which records contain manually entered hours (a known WorkflowMax pain point) so the customer understands data quality in the destination.

WorkflowMax Cost Admin records (products, materials, recurring expenses) are mapped to Card custom fields (if the destination Board has the Custom Fields Power-Up enabled) or appended to the Card description as a cost reference table. Cost codes and unit prices migrate as text values; cost totals per Job are summarised in the Card description for budget visibility. Trello has no native cost management or product inventory feature.

WorkflowMax Quotes are exported as structured CSV records and converted to a Trello Card description section capturing line items, rates, and total values. If the customer has Quote PDFs stored in WorkflowMax, we flag these as manual download items and document the re-upload step to Trello Card attachments post-migration. Multiple Quotes per Job are stacked as separate description sections within the same Card, ordered by Quote creation date.

WorkflowMax Invoices are tightly coupled to Xero and are not suitable for Trello as the destination. We export Invoice records as a reconciliation CSV (Invoice number, Job reference, client, total, status, Xero payment reference) and recommend the customer retains Xero as the source of truth for invoicing. The CSV is delivered alongside the migration package and the customer admin links the CSV to the relevant Trello Cards as a reference attachment. Cancelled invoices are exported separately and flagged in the reconciliation report.

WorkflowMax Staff records (name, role, cost rate, billing rate) map to Trello Board Members. We resolve Staff by email to create or match Trello Workspace accounts. Role and rate information are stored as Board member profile fields or as custom fields on a Staff Reference Card created in each Board. Staff without a Trello license are flagged in the migration report for the admin to provision before final cutover.

WorkflowMax user-defined custom fields on Jobs are pre-created in Trello using the Custom Fields Power-Up before migration. Field type mapping: text fields become Trello text custom fields, numeric fields become Trello number custom fields, date fields become Trello date custom fields (with due date integration), and dropdown fields become Trello dropdown custom fields. Labels are used as a fallback for boolean custom fields if the Power-Up is not available on the destination plan.

WorkflowMax job templates define a standard task structure for recurring job types. We export template definitions including the task list, default values, and rates. In Trello, we replicate these as Board Templates (one Board per template type) with pre-populated Lists and a sample Card showing the intended checklist structure. For template-based automation (e.g., auto-assign staff when a Card enters a List), we document the Butler Rule configuration as part of the migration handoff rather than creating it as live rules.

WorkflowMax Tax Codes used in quotes and invoices have no Trello equivalent. We export Tax Codes as reference data in the migration package CSV so that the customer can cross-reference them if they connect Trello to an accounting tool. No destination-side configuration is required.

WorkflowMax job documents and file attachments cannot be exported via the API or built-in export (confirmed platform limitation with documented bugs around documents not appearing in job tabs). We instruct the customer to manually download their document library from WorkflowMax before the migration window and plan a manual re-attachment step in Trello after cutover. This step is documented in the migration runbook and is outside the automated migration scope.