Searchlab HubSpot Migration
A CRM migration is mostly mapping and verification, and very little clicking import. We plan the field mapping, test the load, reconcile the counts and cut over on a date your team agrees to, without losing the history you rely on.
The first job is a full inventory of the source system. Every object, every field with its type and picklist values, every user, every pipeline stage, plus the things people forget: notes, call logs, email threads, attachments, tasks, custom objects and workflow logic that will need rebuilding. We also find what should not come across. Migrating twelve years of dead leads and duplicate records just moves your problem into a new tool.
Field mapping is done explicitly and reviewed with you. Source field to HubSpot property, with the type conversion stated: picklists become dropdown options, dates get timezone handled, multi selects need matching option sets, and text that should be structured gets converted rather than dumped into a note. Owner mapping matters more than people expect, because unmapped owners orphan records and break every rep dashboard on day one.
Associations are the part that goes wrong quietly. Contacts to companies, deals to both, tickets to contacts, and on Enterprise the association labels that describe the relationship such as decision maker or billing contact. We load in dependency order, companies first, then contacts, then deals and activities, using external IDs or a unique key so associations rebuild correctly rather than creating a second set of orphan companies.
Then we verify. Record counts per object against source. Spot checks on a sample across each record type. Open pipeline value in HubSpot compared with the source figure to the rupee. Duplicate detection run before anyone starts working. Where Salesforce is staying in place, we can configure the native two way connector with clear field level sync rules and a defined system of record per field, rather than letting both sides overwrite each other.
Everything in HubSpot Migration
Source system audit
A complete inventory of objects, fields, users, pipelines, automations and record volumes in your current CRM, with a recommendation on what to migrate and what to archive.
Field mapping document
A reviewable sheet mapping every source field to a HubSpot property with type, picklist values and transformation rules, signed off before any data moves.
Data cleansing pass
Duplicate detection and merge, format standardisation for phone, country and dates, invalid email removal, and quarantine of records that fail validation.
Activity and history migration
Notes, logged calls, emails, meetings, tasks and attachments carried across and attached to the right records so context is not lost with the switch.
Test load and reconciliation
A staged import into a test environment or limited scope, with counts and sample records compared line by line against source before the full run.
Association rebuild
Contact to company, deal to contact and company, ticket and custom object links restored, including association labels where your tier supports them.
Cutover plan
A written runbook with dates, freeze windows, delta load for records created during the freeze, rollback position and who is responsible for each step.
Integration reconnection
Marketing tools, calendars, calling systems, forms and website tracking reconnected to HubSpot, with the old system disconnected to prevent double writes.
The process
Audit and scope
We inventory the source CRM, agree what migrates and what is archived, and identify the automations and integrations that must be rebuilt rather than copied.
Map and cleanse
Field mapping is documented and approved, then a cleansing pass runs on the export: duplicates merged, formats standardised, owners matched to HubSpot users.
Test migration
A representative subset is loaded and checked object by object. Errors in mapping, associations or date handling get fixed here, where fixing them is cheap.
Cutover and verify
The full load runs during an agreed freeze window, followed by a delta load, count reconciliation, pipeline value check and a go live sign off with your team.
Questions about HubSpot Migration
How long does a migration take?
A Pipedrive or spreadsheet migration with a few thousand records and simple fields can be done in one to two weeks. Salesforce with custom objects, heavy automation and years of activity history usually takes four to ten weeks. Data volume matters less than the number of custom fields and integrations that need rebuilding.
Will our team lose access during the switch?
Only briefly. We use a short freeze window, typically over a weekend, where the old CRM goes read only. Records created during the freeze are captured in a delta load. Your team keeps read access to the old system for a period afterwards so nothing feels one way until they are comfortable.
Can we run Salesforce and HubSpot together?
Yes. The native connector supports two way sync with field level rules, and many organisations run marketing in HubSpot with sales staying in Salesforce. It works when you define one system of record per field. It fails when both sides can edit everything, so we set sync direction field by field.
What about email history and attachments?
Logged emails, calls, meetings and notes are migrated onto the timeline of the correct record. Attachments come across where the source system exposes them through its API. Threaded email from personal inboxes is more limited, so we connect inboxes to HubSpot early and log new mail natively from that point on.
Ready to talk about HubSpot Migration?
Tell us where you are stuck. We reply within the hour on WhatsApp, usually sooner.
Or email Searchlabtools@gmail.com