Move the history, not just the contact list
CRM data migration to HubSpot is the transfer of contacts, companies, deals, activities and custom objects from an existing system with every relationship preserved. The hard part is never the export — it is deduplication, field mapping, association rebuilding, and proving with a reconciliation report that nothing was lost. Most migrations take two to six weeks.
Who this is for
You probably need this if…
If none of these sound familiar, you may not need us yet — and we would rather say so now.
A previous migration attempt created forty thousand duplicate contacts.
Deals came across but lost their company associations.
Nobody can prove the record counts match between the old system and the new one.
Ten years of email and call history sits in a CRM you are still paying for.
Custom fields were dumped into a notes field because nobody mapped them.
Scope
What's included in hubspot migration services
Every item below is a deliverable with an owner and a date, not a capability we happen to have.
- 01
Source audit and data profile
Record counts, field fill rates, duplicate density and data-quality issues reported before anything moves.
- 02
Field-mapping workbook
Every source field mapped to a HubSpot property with type conversions, picklist translations, and explicit decisions about what is deliberately left behind.
- 03
Deduplication
Rule-based matching and merging with a reviewable log, so any merge can still be explained six months later.
- 04
Association rebuild
Contact-to-company, deal-to-contact and custom object relationships reconstructed, including company hierarchies.
- 05
Activity history
Emails, calls, meetings and notes imported against the right records with original timestamps and owners.
- 06
Reconciliation report
A side-by-side count and spot-check comparison you can hand to finance or leadership as sign-off evidence.
Process
How a data migration project runs
6 stages over 2–6 weeks. You get a written plan before stage one, and a named owner on our side throughout.
Data profiling
Week 1We connect to the source, profile every object and hand you a data-quality report. This alone frequently changes the migration scope.
Mapping workshop
Week 1A working session per object to agree mappings, picklist translations and what gets archived rather than migrated.
Sandbox load
Week 2A full migration into a HubSpot sandbox. Your team tests with real records against real workflows before anything is committed.
Cleanup iteration
Week 3Findings from the sandbox feed a second pass. Almost every migration needs exactly one of these, so we budget for it rather than pretending otherwise.
Production cutover
Week 3A scheduled load against a frozen source, followed by a delta pass for anything created during the freeze window.
Reconciliation and sign-off
Week 4Counts and samples compared across both systems, documented, and signed off before the old system is switched off.
Commercials
Timeline and cost
CRM Data Migration to HubSpot starts at $4,500 and typically takes 2–6 weeks. Fixed price confirmed after the week-one data profile.
That figure is a starting point, not an estimate we revise upward later. The first week of every engagement is a scoping week that ends with a fixed fee and a fixed date. If the scope turns out to be smaller than we assumed, the fee goes down.
We do not bill by the hour for project work. Hourly billing pays us to be slow, and it makes your budget a function of our efficiency rather than of your requirements.
FAQ
HubSpot migration services questions
Direct answers. If yours is not here, ask us and we will add it.
What is the typical timeline for a HubSpot CRM migration?
Two to six weeks. A single-object move from a modern CRM with clean data takes about two weeks. Multi-object migrations with custom objects, activity history and significant cleanup run four to six. The week-one data profile is what turns that range into a fixed date.
Can you migrate email and call history, not just records?
Yes. Emails, calls, meetings, notes and tasks migrate as HubSpot engagements attached to the correct contact, company and deal, with original timestamps and owners preserved. Activity history is what makes a migrated CRM feel usable on day one, so it is in scope by default rather than priced as an upgrade.
Who is responsible for cleaning the data before migration?
We are, with your decisions. We profile the source, surface the duplicates and the broken fields, and propose merge and normalisation rules. You approve those rules because they encode business judgement we cannot make for you — then we execute the cleanup in a staging layer, not in your live CRM.
How do you handle errors during the migration process?
Every load runs in batches with row-level error capture. Failed rows go to an exception report with the specific reason — a bad date format, a missing required property, an unresolvable association — rather than failing the whole batch. Exceptions are fixed and replayed, and because imports are keyed on a stable external ID, replaying is safe.
How long will our CRM be frozen during cutover?
Typically a single weekend. The bulk load runs against a frozen source, then a delta pass captures anything created during the freeze. For teams that cannot freeze at all, we run a short dual-write period where both systems stay current until cutover completes.
How much does HubSpot data migration cost?
Migrations start at $4,500 for a single-object move from a modern CRM, and rise with object count, record volume, custom objects and how much cleanup the source needs. The week-one data profile produces a fixed price before you commit to the full project, so the number does not move afterwards.
Related
Often scoped together
HubSpot Implementation Services
CRM architecture, pipelines, automation and enablement configured around how your revenue team already sells.
HubSpot implementation →Custom HubSpot Integrations & API Development
Middleware, private apps and file-based pipelines for the platforms that never made it to the HubSpot marketplace.
custom HubSpot integrations →HubSpot CMS Website Development
Custom themes and drag-and-drop modules on Content Hub, built for Core Web Vitals and for editors who are not developers.
HubSpot CMS development →
Next step
Start with a conversation about data migration.
A short call, no deck. We will tell you what we would do, roughly what it costs, and whether you actually need us — sometimes the answer is that you do not.