HubSpot migration, without losing a deal in flight.
100+ migrations delivered from Salesforce, Pipedrive, Zoho, Monday, Insightly, Dynamics, and custom CRMs. Custom object mapping, automation translation, integration rebuilds, and same-day rollback if anything breaks. We've never lost a customer's data.
Migrations that actually finish clean.
Four real migrations, four clean cutovers. Each card links to the full case study with the source platform, methodology, and lessons learned.
Series B SaaS off Salesforce in 8 weeks
Promptly migrated from Salesforce Sales Cloud to HubSpot Enterprise. Custom objects, deep automations, 5+ integrations rebuilt.
Pipedrive to HubSpot in 6 weeks
IPS Group ran on Pipedrive for 4 years. Migrated to HubSpot Sales Hub Pro with full activity history preserved.
Zoho One full-stack to HubSpot
AdLib migrated CRM, marketing, support, and inventory from Zoho. 3-week migration, 0 days of downtime.
Custom Access DB to HubSpot
Hunter Pumps had 15 years of data in a custom Access database. Migrated to HubSpot Commerce Hub cleanly.
When migration to HubSpot fits, and when it truly doesn't.
We migrate to HubSpot most often, but we've also migrated customers off HubSpot when the fit was wrong. Below is the honest read.
Right fit when
- Your existing CRM is slowing your team down or costing more than the value it delivers.
- You want all customer data in one platform with marketing, sales, and service on the same model.
- Migration timeline is 4 to 12 weeks (depending on data volume and integration count).
- You'd accept a 24 to 48 hour data freeze during cutover.
- You're willing to clean source data before migration. Bad data carried over is not the partner's fault.
Wrong fit when
- Your existing Salesforce setup has 5+ years of complex Apex code and Flow logic that isn't trivially repeatable.
- You require a CRM that integrates with 50+ AppExchange-only apps. We can't migrate AppExchange dependencies.
- Regulatory or legal commitments lock you into your current platform for the next 12+ months.
- Your team's institutional knowledge is so tied to the existing CRM's UI that change-management cost outweighs value.
What our migration actually moves.
A real migration moves more than contacts. We translate the data model, automations, integrations, reports, and team workflows. Below is what's covered by phase.
Contacts, deals, custom objects
Every record carried over with field mapping that preserves intent. Activity history, files, notes, and email threads land in the new system.
Automations + integrations
Workflows, sequences, scoring, custom code, integrations all translated. We document every translation decision and you sign off before cutover.
Reports + training
Dashboards rebuilt. Reports validated against source numbers. Team trained on the new system before cutover. Day-1 productivity, not day-30.
From source audit to clean cutover.
Six steps. Same approach used on every migration above. Built to ship a clean cutover with zero data loss and minimum team disruption.
Audit
Two sessions with leadership + admin. Source data volume, custom field surface area, automation complexity, integration list, reporting dependencies, custom code. Output: migration plan with effort and risk.
Architecture
Field mapping, custom object plan, automation translation map, integration rebuild plan, reporting equivalence. We design before we touch HubSpot. You sign off.
Build
Senior team builds the target HubSpot config in sandbox. All workflows, sequences, custom code, integrations rebuilt against the architecture. Validated end-to-end before any data lands.
Migrate
Data migration in three waves. Wave 1: 10% pilot, validated by stakeholders. Wave 2: 50% bulk. Wave 3: full cutover with 24-48 hour freeze. Same-day rollback if anything breaks.
Train
Live training for AEs, SDRs, marketers, service reps, ops admins. Recorded. Custom Knowledge Base articles for the most common 'where is X' questions from team members coming from the old system.
Operate
30 days of weekly check-ins. We catch the data quality issues that surface only when reps work in production. Sunset the old system at day 30 if everything is clean.
Inside a HubSpot migration.
Real deliverables, not capability bullets. Below is the full scope on a standard migration engagement, fixed-fee from $24,500.
Audit + Plan
- ·Source CRM audit covering data, automations, integrations, reports, custom code
- ·Field mapping document covering every property with translation rules
- ·Automation translation map with documented decisions
- ·Integration rebuild plan with effort estimate per system
- ·Risk register with rollback paths
- ·Sign-off gate before any sandbox build begins
Build
- ·Custom property and custom object schema in HubSpot sandbox
- ·All workflows translated and rebuilt
- ·All sequences translated and rebuilt
- ·All integrations rebuilt against new HubSpot config
- ·Custom code (programmable workflows, calculated properties) ported
- ·Reports rebuilt and validated against source numbers
Cutover
- ·10% pilot wave validated by stakeholders
- ·50% bulk wave with quality monitoring
- ·Full cutover with 24-48 hour data freeze
- ·Validation against source numbers before unfreeze
- ·Same-day rollback if cutover fails
Train + Hand off
- ·Two recorded training sessions per role
- ·Knowledge Base articles for 'where is X in HubSpot' style questions
- ·Suggested optimization roadmap for months 4-12
- ·Source CRM sunset plan
Fixed-fee. Volume + complexity aware.
Light migrations (single-CRM, <10K contacts, simple automation): $24,500. Standard (custom objects, multiple integrations, 10K-100K contacts): $48,000. Enterprise (Salesforce with deep Apex, multi-system, 100K+ contacts): $98,000+. License costs separate.
Things people ask.
How long does a typical migration take?+
Light migrations: 4 to 6 weeks. Standard: 8 to 10 weeks. Enterprise (Salesforce with deep customization): 10 to 14 weeks. Cutover itself is a single weekend with 24 to 48 hours of data freeze.
What happens to our data during cutover?+
We do a three-wave migration. Wave 1 brings 10% over for stakeholder validation. Wave 2 brings 50% in bulk. Wave 3 is the full cutover with a 24-48 hour data freeze where the old system is read-only. Most cutovers happen on a Friday evening to Saturday morning so the team starts Monday on the new system.
Can we run the old CRM and HubSpot in parallel?+
Yes for 30 to 60 days post-cutover. We typically keep the old system in read-only mode so the team can reference historic data while building muscle memory in HubSpot. We sunset the old system at day 60 once we're sure nothing was missed.
What about Salesforce Apex code, Flows, and custom objects?+
Apex translates to programmable workflows in Operations Hub Enterprise. Flows translate to standard HubSpot workflows. Custom objects are recreated 1:1. Salesforce-only features without HubSpot equivalents (Visualforce, Lightning components) are documented and we propose alternatives.
Can you migrate Marketo or Pardot at the same time?+
Yes. About 30% of our migrations are CRM + marketing automation simultaneously. Marketo programs translate to HubSpot workflows. Pardot Engagement Studio translates to HubSpot sequences. Forms, lists, and segmentation are recreated cleanly.
What if the data is dirty? Do you clean it?+
We dedup and validate during migration but won't fix bad data the source system already has. We provide a data quality report before migration so you know what's coming over. Most teams use this as a forcing function to clean source data before we start.
What if cutover fails?+
Same-day rollback. We don't decommission the old system until day 30 at minimum. If anything breaks during cutover, we revert to the old system within 4 hours. We've never had to use this in 100+ migrations but the safety net is real.
How do we get started?+
Book a 30-minute strategy call. We'll cover your source platform, data volume, integration list, and the highest-leverage migration approach. Proposal within 48 hours if we're a fit.
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