Companies (API: Client)
Pike: Customers
Carries over: Company name and archived state from the Companies directory.
You set in Pike: Customer number, currency and VAT ID.
Template columns: customerName, customerNumber, taxVatId, mainCurrency
Migration guide
Move from Projectworks to Pike
Download each Projectworks directory as CSV, map budgets and timecodes to Pike templates, and keep your ledger and CRM connected. Budget five to six weeks to cutover.
Available now
Every Projectworks directory has a Download CSV arrow with a predefined data set, and every report downloads as CSV, so you export companies, projects, people and time entries from their directories.
- Open the Companies directory, set the filter to include archived companies, and click the download arrow. Repeat on the Contacts and Projects directories.
- Open the People list, select Show inactive people so every time entry still has an owner, and download the CSV.
- Download time from Time → All Timesheets or each project’s Time Entries screen, one date range at a time. Each CSV contains a predefined column set, which can differ from the columns on screen.
- Upload customers, contacts, projects, phases, members, tasks, then time entries and expenses under Workspace settings → Integrations → CSV, using the Projectworks column mapping.
For a full extract, Projectworks offers a SQL connection to its reporting views, and a REST API on the Unleash plan with keys under Settings → Integrations → API accounts. Your Customer Success Manager can confirm which option your plan includes.
Available now
Projectworks exports invoices, expenses and time to one accounting system (Xero, QuickBooks Online or MYOB AccountRight) and connects natively to HubSpot and Salesforce. Pike connects to Xero, QuickBooks, HubSpot and Salesforce, so finance and sales use the same ledger and CRM through the move.
- In Pike, go to Workspace settings → Integrations, add Xero or QuickBooks and run Import data for customers and invoice history before the first CSV upload.
- If sales works in HubSpot or Salesforce, add it to Pike so deals and contacts match the CRM pipeline.
- At cutover, a Projectworks administrator disconnects the ledger under Settings → Integration → Accounting, so only Pike sends invoices from Monday.
MYOB AccountRight has no Pike integration. If Projectworks sends invoices to MYOB, plan with finance which ledger Pike connects to before week two.
Entity map
What each Projectworks record becomes in Pike
Column one uses Projectworks screen names. Projectworks links time, expenses and invoices to budgets, and each budget belongs to a project: Company → Project → Budget → Timecode. The API names differ (Client, Module, Task, Users). Pike matches people on their login email.
Contacts
Pike: Customer contacts
Carries over: Name, email and company from the Contacts directory, including billing contacts.
You set in Pike: One row per contact and customer.
Template columns: customerNumber, name, email, title, phone
Projects
Pike: Projects
Carries over: Project number (when numbering is on under System → Numbers), name, company, project manager and Total Budget.
You set in Pike: One billing type per project.
Template columns: projectNumber, title, customerNumber, status, billingType, budgetAmount, startDate, endDate, leadEmail
Budgets (API: Module)
Pike: Phases
Carries over: Budget name, time or expense type, and a Top-Down fee or a Bottom-Up fee built from its timecodes.
You set in Pike: The Pike phase template has no budget column, so sum the budgets into the project `budgetAmount`.
Template columns: projectNumber, phase
Timecodes (API: Task)
Pike: Tasks
Carries over: Timecode name, parent budget, fee, and billable or non-billable state.
You set in Pike: Assignee and due date.
Template columns: title, projectNumber, phase, billableStatus
People (API: Users)
Pike: Members
Carries over: Name, login email, posting with role, billable rate on the posting, and dated cost rates.
You set in Pike: Workspace role, team and a cost profile.
Template columns: email, displayName, team, position
Billable rates
Pike: Project hourly rates
Carries over: Global Billable Rates per role and currency, Custom Billable Rate cards per company, posting rates, and per-project overrides.
You set in Pike: One `hourlyRate` per project, from Settings → People on that project.
Template columns: hourlyRate (Projects)
Cost rates and cost rate cards
Pike: Cost profiles
Carries over: Cost rates with start and end dates on each person. Cost rate cards apply to people set as Hourly.
You set in Pike: A cost profile for every member who logs time, from their current cost rate.
Time entries
Pike: Time entries
Carries over: Date, person, project, timecode, hours, comment, reviewed flag and invoice link.
You set in Pike: Map approved timesheets to `approved` and submitted ones to `submitted`. Time linked to an invoice maps to `invoiced` `yes`.
Template columns: date, hours, email, projectNumber, taskTitle, note, billableStatus, approvalStatus, invoiced
Expenses
Pike: Expenses
Carries over: Expense rows from the Expenses directory. Check the header row against the template.
You set in Pike: Nothing.
Template columns: date, amount, projectNumber, email, category, description, billableStatus
Invoices
Pike: Invoice history (from your ledger)
Carries over: Pike has no CSV template for invoices. Download the Invoices directory for your archive.
You set in Pike: Connect Xero or QuickBooks and run Import data. New invoices go out from Pike from cutover.
Projectworks sets a person’s rate on a project from Global Billable Rates (by role) or the posting rate, a Custom Billable Rate card can replace both for a company’s projects, and a project manager can override any person. Pike reads one `hourlyRate` per project, so take the rate most people on the project bill at.
Cost rates in Projectworks carry start and end dates, and cost rate cards change the cost for Hourly people on chosen projects. Set each Pike cost profile from the current cost rate, and compare margin on older months with Projectworks where a rate changed.
Each Projectworks budget is priced Top-Down (one fee) or Bottom-Up (the sum of its timecode fees), and the Total Budget adds them up. Fill `budgetAmount` with the Total Budget, and map non-billable timecodes inside billable projects to tasks with `billableStatus` set to `nonBillable`.
The plan
Seven steps out of Projectworks
The same steps as the main migration guide, with this tool's screens and settings.
Week 1
Migration owner, finance
Week 1 · Migration owner, finance
Freeze scope and export
The CSV files you download in week one are what Pike imports. Freeze edits in Projectworks before you export.
- Download the Companies, Contacts, Projects and Expenses directories with archived records included.
- Download the People list with Show inactive people selected.
- Download time entries for every period you keep, and write down the date of your first export.
Done when: Directory CSVs and time files in one folder, the export date written down, and a cutover Friday on the calendar.
Week 1 to 2
Operations lead
Week 1 to 2 · Operations lead
Clean the exported files
Work in copies of the Projectworks files and keep the raw folder untouched. Rename columns to Pike template columns as you go.
- Build one customer row per company with a `customerNumber`, and add it to every project row.
- Give projects without a Projectworks number a `projectNumber`, and sum each project’s budgets into `budgetAmount`.
- Check every login email against the address each person will use in Pike. Pike matches members and time on `email`.
Done when: Every project row has a project number, a customer number, a billing type and a budget amount.
Week 2
Workspace admin
Week 2 · Workspace admin
Build the workspace shell
Admins set up Pike before the first upload, so imported projects have a lead and imported members have a team.
- Create teams and positions that match your Projectworks teams and roles. Invite admins and project leads only.
- Connect Xero or QuickBooks and run Import data, so finance sees ledger customers and invoice history in Pike.
- Set a cost profile for each member from their current Projectworks cost rate.
Done when: Admins and leads are in Pike. Finance sees the same customer list as the ledger.
Week 2 to 3
Workspace admin
Week 2 to 3 · Workspace admin
Upload in dependency order
Upload under Workspace settings → Integrations → CSV. Pike reports a missing customer number, project number or email with its line number.
- Upload customers, contacts, projects, phases, members and tasks, then time entries and expenses.
- Fix rejected rows and upload them again. Pike matches each row on its project number or email and updates the record.
- Open one Top-Down and one Bottom-Up project and compare Total Budget, rate and last month’s hours with Projectworks.
Done when: Company, project, person and last-month hour counts match Projectworks.
Week 3 to 5
Delivery lead, finance
Week 3 to 5 · Delivery lead, finance
One team in Pike, the rest in Projectworks
The CSV route has no ongoing sync. The pilot team logs time in Pike only, and everyone else logs in Projectworks until cutover.
- Pick one team with a live client project and an invoice due. From Monday its members log time in Pike only.
- Finance approves the pilot team’s time in Time admin and sends one invoice from Pike in place of Projectworks.
- Compare the pilot project’s margin in Pike with the Projectworks margin report. A gap means a billable or cost rate needs a fix in Pike.
Done when: One invoice sent from Pike. The pilot lead signs off.
Week 5 to 6
Migration owner
Week 5 to 6 · Migration owner
Cutover weekend
Close Projectworks on Friday evening and upload every hour logged there since your first export.
- Friday: everyone submits, and managers approve timesheets and mark time entries as reviewed. Reviewed entries are locked against edits.
- Download time entries from your first export date to Friday, map them to the time entries template and upload them. Leave out the pilot team.
- Deactivate each person who now logs time in Pike, after their timesheets, expenses and leave are closed. Projectworks bills on active people.
Done when: Time admin shows every active member by Monday afternoon. Projectworks shows no time after Friday.
Week 6 to 9
Finance
Week 6 to 9 · Finance
First month-end in Pike
Done when finance closes a month without opening Projectworks.
- Approve all time, invoice every billable project from Pike and send the invoices to accounting.
- Download the Invoices, Projects and time directories once more and store them with the raw exports.
- Once the first Pike invoices are paid, contact your Projectworks Customer Success Manager about ending the subscription.
Done when: Month closed in Pike. Projectworks exports saved with two owners. Subscription end agreed.
Rebuild
Set these up in Pike by hand
- Global and custom billable ratesSet the hourly rate on each project.Pike docs
- Cost rates and cost rate cardsEnter each member’s cost in their cost profile.Pike docs
- ResourcingAllocate planned hours per person and project.Pike docs
- Timesheet submit and approvalChoose who approves time for each team in Time admin.Pike docs
- Invoice PDF templatesSet numbering, terms and layout in invoice settings.Pike docs
Questions
Moving from Projectworks: common questions
Why do the CSV columns differ from the directory on screen?
Each Projectworks directory downloads a predefined data set, which can include some, all or more than the visible columns. Check each file’s header row against the column mapping before you upload.
Why can’t we move time between timecodes before export?
Projectworks blocks moves for time entries that are reviewed, on an approved timesheet or invoiced. Mark the entries as not reviewed or withdraw the timesheet first, or fix the rows in the CSV before upload.
Do we need the API to leave Projectworks?
No. Directory and report downloads cover companies, projects, people and time. The API (Unleash plan) and the SQL connection suit a full extract, and someone in your team or a vendor builds that work.
Can we archive projects before we leave?
Projectworks archives a billable project only once its billable time is linked to an invoice and future resourcing and forecasts are removed. You can still open an archived project’s data, so archive after your final export if the checks slow you down.
How do we stop paying for Projectworks users?
Projectworks bills a base fee for the first 10 users and a fee per band of 5 above that, counting every active person. Deactivate people from their workbench under Actions → Deactivate user once their time is in Pike.
Projectworks documentation used for this guide
- Projectworks: Overview of Reporting
- Projectworks: How Projectworks structures your data
- Projectworks: Setting up Budgets (project pricing)
- Projectworks: Where are billable rates set
- Projectworks: How to manage global billable rates
- Projectworks: How to use cost rate cards
- Projectworks: Project numbers
- Projectworks: Companies directory
- Projectworks: Reviewing time entries
- Projectworks: How to archive a project
- Projectworks: Deactivating a user
- Projectworks: How to view your Subscription Details
- Projectworks: How to integrate with an accounting system
- Projectworks: How to connect your CRM to Projectworks
- Projectworks: How to work with API Accounts
- Projectworks: API connection
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