Clean cutover from Pipedrive, Salesforce, Zoho, or whatever you're on now.
10+ CRM migrations done across Pipedrive, Salesforce, Zoho, ActiveCampaign, Bitrix. Field mapping, dedup, activity history preserved, sandbox dry-run, verified import. Zero record loss by design.
The end-to-end runbook
Map, plan, sandbox, cutover.
Map
Source CRM inventory
Every object, every field, every workflow, every integration on the old side. We meet your records where they are, including the weird custom objects nobody else maps, and decide field-by-field where each one lands in HubSpot.
Plan
Cutover doc + ownership
Written cutover doc: scope, mapping, dedup rules, timeline, rollback path, named owners on both sides. Reviewed with you and signed off before any data moves. This is where surprises get caught - everything in the cutover follows the plan you signed off on.
Sandbox
Dry-run in a sandbox portal
Full migration into a HubSpot sandbox. Record counts verified, samples spot-checked manually, your team given a full week with the sandbox before we go live. Issues caught here cost an iteration; issues caught in production cost reputation.
Cutover
Production import + reconciliation
Scheduled weekend cutover. Final import, reconciliation report, exceptions resolved one by one. Old CRM stays read-only for 30 days. Monday morning the team starts using HubSpot - with the activity history intact and the deals where they were on Friday.
What we preserve
What survives the cutover.
Contacts, companies, deals
- Full record set, mapped 1:1
- Custom properties preserved
- Associations rebuilt accurately
- Pipelines and stages mapped
- Custom objects supported
- Ownership preserved
Timeline history
- Email correspondence
- Calls + meetings
- Notes + tasks
- Deal stage changes (audit trail)
- Last-touch dates and owners
- Original-source attribution
Dedup + normalisation
- Duplicate detection rules (per object)
- Merge logic with owner-pick precedence
- Domain + email normalisation
- Phone format harmonisation
- Country / region standardisation
- You approve merges before they run
Sandbox + reconciliation
- Full migration into a sandbox first
- Record-count parity report
- Sample-check (a representative set, by hand)
- Stakeholder UAT window
- Reconciliation pass after production import
- Exceptions resolved one by one
Rollback + read-only window
- Documented rollback path
- Old CRM read-only for 30 days
- Cutover scheduled on a weekend
- Comms plan for the team Monday morning
- On-call coverage cutover day
- Post-cutover delta sync if needed
Connected stack moves too
- Mailbox sync (Gmail / Outlook)
- Calendar + meeting links
- Sequences + cadences rebuilt
- Web tracking + forms re-wired
- Ads + revenue attribution carried over
- Workflows ported, not just records
30 min, no deck
Want a second opinion on your setup?
Tell us what you are dealing with. We come back the same day with whether it is a quick fix or a project, and what we would do first.
I reply the same day.
Common questions
What teams ask before approving a migration.
How long does a typical migration take?+
Three to six weeks end-to-end, including the cutover plan, sandbox dry-run, production import, and 30-day safety window. Variance comes from source CRM complexity, data cleanliness, and how quickly your team locks down the merge rules - we bring a decision framework so that doesn't become the bottleneck. For reference: I've moved a PropTech SaaS off Zoho with its multi-year contract structure intact, and consolidated a software house's scattered Pipedrive pipelines without losing lead-qualification history.
Will we lose deal history or activity timelines?+
No. Activity timelines (emails, calls, meetings, notes, stage changes) are the part lazy migrations usually drop - and the part the sales team relies on most. We carry them as standard. On one legacy CRM migration I mapped custom activity types (NDA, trial access, dedicated training) onto native HubSpot equivalents, and worked around real API rate limits by throttling the integrator at ~75% of available requests with weekend hand-off. Where source-side fidelity is poor (e.g. summary-only email records), I'll tell you upfront in the mapping phase.
Can the migration happen without downtime?+
Yes for the team using the CRM - the old CRM stays live and read-only during cutover. The sales team typically loses zero working hours. Outbound automations (sequences, marketing emails) usually go quiet for the cutover weekend by design, then come back on the HubSpot side Monday morning.
What about integrations connected to the old CRM?+
Mapped in the cutover doc. Native HubSpot apps replace the equivalents on the old side where they exist; custom integrations get re-pointed during cutover weekend. We test every integration in the sandbox phase, so what fires on the HubSpot side matches what fired on the old side - or improves on it.
Do you do this as a standalone service, or only with an implementation?+
Both. A migration is its own engagement and can run against a HubSpot portal I didn't set up. If you don't have a portal yet, we usually bundle the migration into a full implementation so the foundation gets built around the data, not the other way around. If you're not sure the cutover is the right move, start with an audit of where you are today.
Related services
Often paired with this.
Migration modules
The whole migration or a single piece.
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Learn moreThree fields - Migration scope
Let's scope your migration.
Walk through your source CRM, the records you care about most, and the timeline. I come back with a rough scope, a realistic timeline, and a flag if anything in your current setup would complicate the move.