Hubspot CRM Migration Step-by-Step Guide
Moving customer data into Hubspot can feel risky, but a clear migration process will keep your pipeline, contacts, and deals safe while your team transitions smoothly to the new CRM.
This guide breaks down the official Hubspot CRM migration process so you know what to expect, how to prepare, and which steps to follow to avoid data loss and surprises.
What the Hubspot CRM Migration Process Involves
A Hubspot-linked CRM migration is a structured project. It typically includes discovery, planning, data preparation, configuration, importing, and validation tasks handled by you, your team, and a migration specialist.
The process is designed to:
- Capture your existing CRM structure and requirements
- Clean and normalize your source data
- Map fields from the old system to Hubspot properties
- Import and validate the results safely
- Minimize disruption to your sales and service teams
Key Roles in a Hubspot CRM Migration
Successful projects have clear ownership. In a typical Hubspot implementation, you will work with a dedicated migration specialist and your internal stakeholders.
Your responsibilities during the Hubspot migration
- Provide exports from your existing CRM or database
- Explain how your teams use objects, fields, and pipelines
- Review mapping recommendations and confirm changes
- Test the imported data inside Hubspot
- Sign off before going live with the new CRM setup
Hubspot migration specialist responsibilities
- Assess your data sources and file formats
- Design a mapping from your CRM fields to Hubspot properties
- Recommend best practices for objects, stages, and ownership
- Run test imports and adjust based on your feedback
- Execute the final CRM migration and support validation
Stages of the Hubspot CRM Migration Process
The official process usually runs through several predictable stages. Understanding these stages helps you plan timelines, resources, and communication with your team.
1. Discovery and scoping for Hubspot
The first step is a discovery call or workshop. During this session, you and your migration specialist will:
- Identify which CRMs and tools you currently use
- Clarify which objects you want to move, such as contacts, companies, deals, tickets, or custom records
- Review any custom fields, lists, or pipelines in your existing CRM
- Discuss users, permissions, and team structure for Hubspot
- Set expectations for timelines and level of effort
The outcome is a clear migration scope and a list of data sources that will feed into Hubspot.
2. Data exports from your existing CRM
Next, you will export data from your legacy CRM or databases into files that can be prepared for Hubspot imports. Typically this includes:
- Contacts and leads
- Companies or accounts
- Deals or opportunities
- Tickets or support cases (if supported)
- Notes, tasks, or activity logs, where possible
Exports are usually provided in CSV or similar formats. Keep original backups so you can verify what was migrated into Hubspot later.
3. Data preparation for Hubspot compatibility
Raw exports are rarely ready to import directly into Hubspot. Your specialist will work with you to prepare and normalize the data:
- Standardize date, currency, and number formats
- Split or merge columns so they match Hubspot expectations
- Remove duplicate or clearly invalid records when possible
- Align picklist or dropdown values with your new CRM values
- Connect relationships between contacts, companies, and deals
Clean, well-structured data dramatically reduces problems in the following Hubspot migration steps.
4. Field and object mapping to Hubspot properties
Once your data is stable, the migration specialist defines how each source column lines up with Hubspot fields. This mapping stage typically covers:
- Matching CRM fields to default Hubspot properties
- Creating new custom properties in Hubspot when needed
- Deciding which fields will be dropped or archived
- Defining owner mappings from old user IDs to Hubspot users
- Linking records to the correct lifecycle stages and pipelines
You will review and approve this mapping before test imports run inside Hubspot.
5. Test imports in a Hubspot environment
Before a full migration, a sample import is run using a subset of records. In this stage, you and your specialist will:
- Import limited sets of contacts, companies, and deals into Hubspot
- Verify field values, ownership, and associations
- Check that pipelines and stages look correct
- Confirm that custom properties work as expected
- Adjust mapping or data formatting where necessary
This step protects your production Hubspot data from unexpected errors and gives you a preview of how your CRM will look after go-live.
6. Full data migration to Hubspot
After tests are approved, the full migration is executed. During this phase, your specialist will:
- Import the complete data set into Hubspot in batches
- Maintain relationships between objects (for example, contacts attached to companies and deals)
- Monitor for import errors and correct issues where possible
- Coordinate timing with your team to reduce downtime
Your team should limit major changes in the legacy CRM during this phase, or plan a cutover time when Hubspot becomes the primary system of record.
7. Post-migration validation inside Hubspot
Once data is imported, you validate the results directly in Hubspot. Common checks include:
- Random spot checks of contacts and deals to compare against the old CRM
- Verifying record counts by object and stage
- Reviewing reports and dashboards built on the new data
- Ensuring that key lists, views, and filters work as expected
Any discrepancies are documented and handled with follow-up imports or property updates.
Best Practices for a Smooth Hubspot Migration
Following a few practical steps will help your team experience a smooth transition to Hubspot.
Prepare your team for the new Hubspot CRM
- Communicate the migration schedule and cutover date early
- Identify key users who will test and validate data
- Schedule basic training on navigating Hubspot and using key tools
- Clarify where to log new records during the transition period
Decide what not to move into Hubspot
Moving everything from your old CRM into Hubspot is not always ideal. Before migration:
- Archive or exclude outdated leads and inactive records
- Remove test data, duplicates, or obviously invalid records
- Limit historical activity data if it adds volume without value
- Prioritize quality data that supports your current sales process
Plan for ongoing optimization in Hubspot
The CRM migration is the starting point, not the finish line. After going live in Hubspot:
- Refine properties based on real-world use
- Adjust pipelines and stages to match actual deal flow
- Build dashboards that give leaders the visibility they need
- Iterate on automation, workflows, and reporting over time
When to Get Expert Help with Hubspot CRM
If you have complex data, multiple legacy tools, or custom reporting needs, consider working with a certified solutions partner experienced in Hubspot migrations. An expert can shorten timelines, reduce risk, and design a structure that supports your long-term sales and marketing strategy.
For advanced support, you can work with a Hubspot-focused agency such as Consultevo for planning and ongoing optimization.
Learn More About the Official Hubspot Migration Process
This article is based on the official CRM migration documentation. To dive deeper into specific options, supported objects, and limitations, review the original guide from Hubspot here: Hubspot CRM migration process.
With a clear plan, the right exports, and careful testing, your move to Hubspot can protect your customer data, streamline your operations, and give your teams a modern CRM foundation for future growth.
Need Help With Hubspot?
If you want expert help building, automating, or scaling your Hubspot , work with ConsultEvo, a team who has a decade of Hubspot experience.
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