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HubSpot Migration

The best time to redesign the process is while you're migrating it.

We run CRM and platform migrations into HubSpot for lean B2B teams who want the move to fix things, not just carry them across. Data, pipelines, and workflows land in a shape your team can actually work in. The parts that were quietly broken get rebuilt on the way in.

What we're noticing

The migration always looks like a data problem. It's usually a decision problem.

The pattern

A team decides to move to HubSpot. The buying case is clear, the timeline is tight, and the migration gets framed as a technical job. Export the records. Map the fields. Re-import. Cut over on a Friday.

What gets skipped is the part that actually matters. Which lifecycle stages survive the move and which get retired. Which custom properties were load-bearing and which were one person's experiment. Which workflows still reflect how the business sells, and which are residue from a strategy that ended two years ago.

What we do

We treat migration as a redesign, not a transfer. The first two weeks go into auditing the source system and agreeing with you what moves, what gets rebuilt, and what gets left behind. Then we build the new architecture in HubSpot, migrate the data into it, and test the cutover before anyone goes live.

The team logs into a portal that reflects how they sell now. Not a copy of the system they outgrew.

WHY TEAMS HIRE US

What teams usually hire us to solve.

01

Moving to HubSpot fast

You've signed with HubSpot. The clock's started, and you need it done properly the first time.

02

Outgrowing the current system

Your CRM can't keep up. The stack has fragmented. The move is a chance to fix what wasn't working, not just port it across.

03

Consolidating the stack

You're collapsing multiple tools into HubSpot. Marketing automation, CRM, ticketing, sometimes all three. The hard part is the integrations, not the records.

WHAT'S USUALLY INCLUDED

Roughly nine phases. The exact shape depends on what you're moving.

01 /

Discovery and migration plan

udit of the current platforms, scope agreed, timelines mapped, risks documented.

02 /

Data mapping and cleanup

Field mapping, lifecycle alignment, pipeline rationalisation, property decisions. We clean up on the way in so the new portal doesn't inherit the old one's mess.

03 /

Core record migration

Contacts, companies, deals, tickets, activities, notes, custom properties.

04 /

Workflow and automation

Re-mapped and re-built in HubSpot to align with the approved processes.

05 /

Assets and templates

Forms, lists, emails, landing pages. Moved or rebuilt depending on what's actually still in use, and what the team wants to maintain going forward.

06 /

Integrations review

Calendar, calling, billing, the rest of the stack. What should sync, what shouldn't, and how to keep the new portal clean once it's live.

07 /

Testing, validation, and cutover

Spot checks, edge cases, reporting sanity checks, permissions verification. Then a planned cutover, with a rollback option if anything goes sideways.

08 /

Team training

Working sessions with the people who'll live in the portal every day. Sales, marketing, ops, whoever's in there. Tailored to what they actually need to do, not a generic HubSpot walkthrough.

09 /

Documentation

A written record of how the portal is built. Data model, workflow logic, integration map, naming conventions. Enough for the next person to pick up where the migration left off without guessing.

TIMELINE

Most migrations run six to ten weeks. Multi-system consolidations take longer.

Weeks 1–2

Discovery and audit

Source system audit, data quality review, stakeholder interviews. The migration plan gets agreed before any data moves.

Weeks 3–5

Architecture and mapping

HubSpot gets configured to receive the data. Field mapping, lifecycle decisions, pipeline design, and the scope for rebuilding workflows are all agreed here.

Weeks 6–8

Build and test migration

Sandbox migration, validation passes, reporting sanity checks. The issues that would otherwise surface after go-live get surfaced and fixed now.

Weeks 9–10

Cutover and adoption

Live migration, handover documentation, and the first round of fixes once real use starts. We're around for the days after, when the questions start coming in.

Before and after

What changes when migration is treated as a redesign.

Dimension Before After
Data
Dirty data. Duplicates the team works around. Hundreds of unused fields.

Cleaned on the way in. The rules are set for keeping it clean.

Lifecycle stages
Stages inherited from a setup that's grown out of shape.

Stages that match how the business runs.

Funnel stages
Deal stages that no longer describe how deals actually move.

Custom stages built around how the team actually sells.

Workflows
Copy-pasted logic, much of it stale

Rebuilt against how the business sells today.

Integrations
Tools that were connected in a hurry, by someone who's since left, or never connected at all.

Reviewed, scoped, and rebuilt where the current setup no longer fits.

Reporting
Dashboards that half-work, or that leadership stopped opening.

Built to answer the questions leadership actually asks.

Case · Media & Publications · NZ
Pipedrive, migrated properly.
CASE STUDY

Pipedrive to HubSpot, two brands, thousands of accounts.

An established media publisher, running B2B sales out of Pipedrive.

Sales was the last team still outside HubSpot. We migrated two brands and multiple pipelines across with every activity intact, cleaned the data, mapped the company associations, and rebuilt the team's process on the way through.