Clients (Resource Management)
Pike: Customers
Carries over: Client name from the client list in account settings.
You set in Pike: Customer number, VAT ID and currency.
Template columns: customerName, customerNumber
Migration guide
Move from Smartsheet to Pike
Export Smartsheet project sheets to Excel and Resource Management reports as CSV, upload them to Pike templates, and plan five to six weeks from first export to cutover.
Available now
Smartsheet splits the move in two: project sheets export to Excel, and Resource Management reports export time, fees and budgets as CSV. Export both on the day you freeze changes.
- Open each project sheet and choose File → Export → Export to Microsoft Excel, then save the file as CSV UTF-8. Smartsheet has no direct CSV export for sheets.
- In Resource Management, create a report from Reports → New Report with View set to Time & fees: Hours, group by project and team member, and run it for every year you keep.
- With the report open, choose Export → Export Underlying Data as CSV. Repeat with a Time & fees amounts view for fee budgets.
- Upload customers, projects, phases, members, tasks, then time entries and expenses under Workspace settings → Integrations → CSV, using the Smartsheet column mapping.
Sheet exports leave out attachments, groupings and summary rows, and export dropdown, contact list and checkbox columns as text. Check the header row of each file against the column mapping.
Available now
Smartsheet records no invoices, so your invoice history exists in the accounting system you bill from. Connect it to Pike, and connect Salesforce if your team runs the Smartsheet Salesforce Connector.
- Connect the accounting system your team invoices from under Workspace settings → Integrations and run Import data for customers and invoice history.
- Match each Resource Management client to a ledger customer, and use the ledger customer number in your projects file.
- If the Smartsheet Salesforce Connector syncs opportunities into sheets, connect Salesforce to Pike for accounts, contacts and deals, and turn off the connector workflow at cutover.
Pike imports invoice history from the ledger. Pike has no CSV template for invoices.
Entity map
What each Smartsheet record becomes in Pike
Column one uses Smartsheet’s labels. Money and time records come from Resource Management, and task rows come from project sheets, so you match the two on project name.
Projects (Resource Management)
Pike: Projects
Carries over: Project name, client, project code, project type (confirmed, tentative, internal), start and end dates.
You set in Pike: Project number from the project code, where one is set. Load tentative projects as Pike deals, or leave them out until confirmed.
Template columns: projectNumber, title, customerNumber, startDate, endDate, billingType
Budgets (time, fee)
Pike: Project budget
Carries over: Time budget in hours or days, and fee budget as a money amount, set in Project Settings.
You set in Pike: Hours for any time budget kept in days.
Template columns: budgetHours, budgetAmount
Phases
Pike: Phases
Carries over: Phase name, parent project, start and end dates.
You set in Pike: Nothing.
Template columns: projectNumber, phase, startDate, endDate
Rows in project sheets
Pike: Tasks
Carries over: The columns your sheet uses, for example task name, assigned to, start and end date, status.
You set in Pike: One assignee email per row. Contact list columns export as text.
Template columns: title, projectNumber, phase, assigneeEmail, startDate, dueDate, status
People (Resource Management)
Pike: Members
Carries over: Name, discipline, role, and the email each person was invited with.
You set in Pike: Team, workspace role and cost profile.
Template columns: email, displayName, position
Time entries (Resource Management)
Pike: Time entries
Carries over: Date, hours, person, project, phase, category and notes on itemized accounts, confirmed or suggested, approved where approvals are on.
You set in Pike: Billable status per project. Leave suggested (unconfirmed) entries out of the upload.
Template columns: date, hours, email, projectNumber, note, billableStatus, approvalStatus
Expenses (Resource Management)
Pike: Expenses
Carries over: Expense category, amount, project.
You set in Pike: Expense categories in Pike that match your Smartsheet ones.
Template columns: date, amount, projectNumber, category, description
Bill rates
Pike: Project hourly rate
Carries over: Account default matrix, custom rates in Project Settings, and per-role rates set through phases.
You set in Pike: One `hourlyRate` per project, with task rates where roles bill differently.
Template columns: hourlyRate
Invoices
Pike: Invoice history from accounting
Carries over: Smartsheet records no invoices. Pike imports them from the ledger your team invoices from.
You set in Pike: Nothing. The CSV route does not import invoices.
Resource Management stores bill rates in a default matrix in account settings, overridden per project under Project Settings → Bill Rates. A matrix change applies only to new projects, so read each project’s own rates before you fill `hourlyRate`.
A Resource Management fee budget is a money amount and a time budget is hours or days. Map the fee budget to `budgetAmount` and the time budget to `budgetHours`, converting days to hours. Internal projects import as `nonBillable`.
Bill rates and budgets require the Resource Management plan. If your team uses sheets only, finance sets rates and budgets in Pike from contracts.
The plan
Seven steps out of Smartsheet
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
Sheet and report exports are a snapshot. Write down the export date: at cutover you export the time logged after it.
- Pick a cutover Friday after the month’s invoices go out, and confirm the person exporting is Owner, Admin or Editor on every sheet.
- Export every project sheet to Excel, and the Resource Management Time & fees report as underlying data CSV for every year you keep.
- Keep the raw files unchanged in one folder, with the export date written down.
Done when: Sheet and report exports in one dated folder, and a cutover Friday on the calendar.
Week 1 to 2
Operations lead
Week 1 to 2 · Operations lead
Clean the exported files
Clean the CSV files. Nobody edits sheets or confirms time in Resource Management after export day.
- Match each project sheet to its Resource Management project by name, and give both one project number.
- Remove suggested time entries, which Resource Management creates from assignments, and keep confirmed hours only.
- Replace contact names in Assigned To columns with emails. Pike matches people by email.
Done when: Every open project has a number, a customer number, a billing type, a budget and a rate.
Week 2
Workspace admin
Week 2 · Workspace admin
Build the workspace shell
Admins set up Pike before the first upload, so they can give imported projects a team and a rate on day one.
- Create teams and positions that match your Resource Management disciplines and roles.
- Connect your accounting system and run Import data for customers and invoice history.
- Set a cost profile for everyone who logs billable time.
Done when: Finance sees the ledger’s customers and invoices in Pike. Every billable person has a cost profile.
Week 2 to 3
Workspace admin
Week 2 to 3 · Workspace admin
Upload in dependency order
Customers, then projects and phases, then members, then tasks, time and expenses. Pike reports a row it cannot match with its line number.
- Download each Pike template and map the headers with the Smartsheet column mapping.
- Fix rejected rows and re-upload them. Pike matches on project number, customer number or email and updates the record.
- Compare three projects with a Time & fees report: Incurred, budget and last month’s hours.
Done when: Project, person and last-month hour counts match Resource Management.
Week 3 to 4
Delivery lead, finance
Week 3 to 4 · Delivery lead, finance
One team in Pike for a sprint
CSV has no ongoing sync, so the pilot team moves fully to Pike while everyone else confirms time in Resource Management.
- The pilot team logs time in Pike only, from Monday. Everyone else confirms time in Resource Management until cutover.
- Finance approves pilot time in Time admin and sends one invoice from Pike.
- Compare the pilot project’s fees in Pike with Incurred in Resource Management. A gap means a rate needs a fix in Pike.
Done when: One invoice sent from Pike. No pilot team time in Resource Management after the pilot start date.
Week 4 to 5
Migration owner
Week 4 to 5 · Migration owner
Cutover weekend
Close Resource Management time tracking on Friday evening and upload the time confirmed since your first export.
- Friday: everyone confirms their hours and approvers approve them. Run the Time & fees report from the day after your first export to Friday, export the underlying data and upload those rows.
- Archive people in Resource Management once their time is in Pike. Archiving frees the license and saves their data.
- Turn off any Salesforce Connector workflow, so the connector creates no new sheet rows.
Done when: Time admin shows every active member by Monday afternoon. Resource Management shows no confirmed time after Friday.
Week 5 to 8
Finance
Week 5 to 8 · Finance
First month-end in Pike
Done when finance closes a month without opening Smartsheet.
- Approve all time, invoice every billable project from Pike, and check each invoice appears in your accounting system.
- Export every sheet and report again for the archive. Smartsheet makes items read-only at cancellation and deletes them 30 days later.
- Submit the cancellation at least 30 days before your renewal date. Enterprise plans cancel through Smartsheet Support.
Done when: Month closed in Pike. Final Smartsheet exports saved with two owners. Cancellation submitted.
Rebuild
Set these up in Pike by hand
- Bill rate matrixSet bill rates on projects and tasks from the default matrix and project rates.Pike docs
- Cost ratesCreate a cost profile per member before the pilot.Pike docs
- Schedule and assignmentsRecreate future assignments as allocations in resource planning.Pike docs
- Tentative projectsTrack tentative work as deals until the contract is signed.Pike docs
- Time approvalsChoose who approves time for each team in Time admin.Pike docs
Questions
Moving from Smartsheet: common questions
Can Smartsheet export a sheet straight to CSV?
No. Sheets export to Excel, Google Sheets or PDF. Export to Excel and save as CSV UTF-8, and rebuild any formula in Pike, since the export does not preserve formulas.
Why does our Smartsheet report export stop at 20,000 rows?
Smartsheet limits report exports to Excel to 20,000 rows, and a sort on the report can reduce the rows exported. Export the source sheets, or split the report by filter.
What are suggested time entries, and do they import?
Resource Management creates suggested entries from each person’s assignments, and people confirm them as actual time. Upload confirmed hours only, so Pike shows the time people logged.
Which bill rate does each project use?
New Resource Management projects copy the default matrix, and a later matrix change applies only to new projects. Read each project’s rates in Project Settings → Bill Rates before you set `hourlyRate`.
What happens to our sheets when we cancel?
On Pro and Business, items become read-only at once and Smartsheet deletes them 30 days after cancellation. Export everything you keep before you submit the cancellation.
Smartsheet documentation used for this guide
- Smartsheet: Export a sheet, report, or workspace
- Smartsheet: Create a time and fees report
- Smartsheet: Pivot table report settings
- Smartsheet: Time tracking settings in Resource Management
- Smartsheet: Edit project bill rates
- Smartsheet: Create and manage budgets in Resource Management
- Smartsheet: Resource Management project settings
- Smartsheet: Resource Management manage my people
- Smartsheet API: Resource Management time entries
- Smartsheet: Cancel your Smartsheet account
- Smartsheet: Salesforce Connector overview and FAQs
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