Question 1

Can we see a sample of our data migrated to HubSpot before the full migration runs?

Accepted Answer

Yes. We run a sample migration on your own data first, so you can review how your records look in HubSpot before the full migration goes ahead. We run validation scripts to confirm the record counts match your source, and you check the sample against your source records; if a field is missing or mapped wrong, or anything else needs adjusting, we fix it in the migration scripts and re-run the sample as many times as you need. The full migration only runs after you've approved the sample. On projects delivered in phases, each phase gets its own sample migration for you to approve.

Question 2

Can you migrate data from a custom-built or in-house system into HubSpot?

Accepted Answer

Yes. If your system has an API, we read from it directly. If it doesn't, we work from a database export or flat files that your system can produce. In both cases we confirm the field mapping on a sample migration before the full run.

Question 3

Do you also set up and configure HubSpot, or just move the data?

Accepted Answer

ClonePartner does the engineering side of the migration: extracting your data from your current system, mapping it to the structure of HubSpot and loading it with its relationships intact. Beyond what we agree as part of the migration, your team or your implementation partner configures HubSpot and your business processes, and we migrate into the setup they build.

Question 4

What are the steps to migrate to HubSpot, from planning to go-live?

Accepted Answer

We start by agreeing on a migration checklist with you, covering how each field maps to HubSpot. We then run a sample migration of a few hundred records, along with a separate verification report that compares the source and destination records, for you to review. Once you approve the sample, we run the full migration and finish with a delta sync just before cutover, so anything created or changed in the meantime comes across too.

Question 5

Should we set up HubSpot before the migration, or migrate first and clean up afterwards?

Accepted Answer

Set up HubSpot first. It works best to configure it the way you want to work from now on, then we write the migration scripts to translate your old data to match that setup. That is cleaner than migrating everything as it is and reshaping it inside HubSpot afterwards.

Question 6

Will original ownership, authorship and created dates be preserved when we migrate to HubSpot?

Accepted Answer

Yes. Created-time metadata is carried across, and ownership and authorship are carried across where the original users are set up in HubSpot. Where HubSpot cannot store one of them natively, it is kept as embedded metadata on the migrated record.

Question 7

If HubSpot can't natively support an old record type, what are my options?

Accepted Answer

We handle it case by case. While mapping your data, we identify every record type without a direct counterpart in HubSpot, review sample records from it and propose how it can be represented, based on what HubSpot supports: map it to the closest native object, create a custom field or object, fold it into the parent record as text or a note, attach it as a file, or keep it in a read-only archive. You choose the approach, we write the migration scripts to place the data there, so it comes across in the form you choose instead of being left behind, and you see how it looks in a sample migration before we run the full set.

Question 8

Will migrating to HubSpot send emails or notifications to customers, our team or anyone else?

Accepted Answer

No. Before the sample or full migration starts, we confirm with you that nothing in HubSpot will send messages about the migrated data: we import with notifications switched off wherever HubSpot allows it, and pause any automation that could send them or give it a condition that skips migrated records. We only proceed once you have confirmed it. If you want anyone told about the move, that message is sent separately, once the migrated data has been checked.

Question 9

Can you migrate data that HubSpot can't take in through an API?

Accepted Answer

In many cases, yes. Where something can't be written through an API, we recreate it through the application itself where the interface allows it, and where that work is repetitive we script and automate it. We tell you up front which items are handled this way, because recreating them through the interface can add time to the schedule.

Question 10

What happens if HubSpot requires fields our current data doesn't have?

Accepted Answer

We check HubSpot for required fields your current data cannot fill and bring each one to you before those records are migrated. Together we agree how each one is handled, such as a mapping from an existing field, a default value, or, where HubSpot lets that field be made optional, setting it to not required for the migration so you can make it required again once the migration is complete. The migration then runs with that rule applied, so no records are rejected or left behind.

Question 11

Can I choose how my pipeline stages and statuses map into HubSpot?

Accepted Answer

Yes. You tell us where each stage, status and field should land in HubSpot, including moving records into a different pipeline or stage name than the one they have today. We build that mapping into the migration scripts, show it to you in a sample migration, and adjust it before the full run if anything needs to change.

Question 12

Will my custom fields come across to HubSpot, and can I rename them afterwards?

Accepted Answer

Yes. We agree with you beforehand where each custom field lands in HubSpot and what it is called. We map fields by their internal ID rather than their label, so renaming them in HubSpot after the migration doesn't affect your migrated data.

Question 13

Can you map our data into the custom fields we already use in HubSpot, so our workflows and automations keep working?

Accepted Answer

Yes. We map your data straight into the fields you already have in HubSpot rather than creating duplicate fields or tags alongside them. Your workflows and automations keep reading the same fields they rely on today, and you review the mapping in a sample migration before the full run.

Question 14

How will we tell migrated records apart from the ones already in HubSpot?

Accepted Answer

We can mark every migrated record in HubSpot, for example with a custom checkbox field that names the system it came from, so your team can tell migrated data apart from records created there. We agree the marker with you during scoping so it fits how your team uses HubSpot.

Question 15

How do you handle custom objects, pipelines and record relationships when moving to HubSpot?

Accepted Answer

Custom objects, pipelines and the links between records are migrated as agreed during scoping, so deals stay attached to their companies and contacts and custom object records keep their associations. We map each object and pipeline to HubSpot's data model with you, agree how to represent anything without a direct equivalent, and run a sample migration so you can check the structure before the full move.

Question 16

How will our records carry over if HubSpot organizes leads, contacts and accounts differently from our current CRM?

Accepted Answer

We map your records to the way HubSpot structures them, so each type of record lands where HubSpot expects it instead of being copied field for field. Before we build anything, we send you a migration checklist showing what moves and where each item lands, for you to review. Most data moves through the platforms' APIs; where an API cannot write something, we fall back to CSV import or manual entry.

Question 17

What data will be migrated to HubSpot, and how will each type of record map?

Accepted Answer

It depends on your current platform and the scope you choose, but it is usually the core records and everything attached to them. Before anything runs, we send you a migration checklist showing where each type of record lands in HubSpot, including anything that won't move, and you confirm the scope.

Question 18

Do we need to create our custom fields in HubSpot before the migration, or do you create them?

Accepted Answer

Usually we create them as part of the migration. Where HubSpot has no API for creating fields, we set them up through its interface, using admin access you grant us. On some platforms we ask your team to create certain fields and tell us which source field maps to each one, and we confirm which applies to HubSpot during scoping.

Question 19

What happens to custom fields that have no matching field in HubSpot?

Accepted Answer

You choose how each one is kept. We can create a matching custom field in HubSpot, map it onto the closest existing field, or write its values onto each migrated record as an internal note laid out as readable field-and-value pairs, so the information stays visible without cluttering your new setup. Every field without a match is listed in the migration checklist, and we agree the approach with you before the sample migration.

Question 20

Can you migrate our data into HubSpot if another team already uses it, and merge it with the records already there?

Accepted Answer

Yes. Before creating anything, we check each incoming record, such as a company or contact, against the records already in HubSpot, using a matching rule we agree with you, such as an email address or an ID. Where a match is found, the migrated data is attached to the existing record. Records with no match are either created as new records or set aside on a list for your team to review, whichever you prefer, and if you already keep a mapping between the two systems' names or IDs, we can apply it in the migration scripts. We also map your data into the fields the other team already uses rather than adding duplicate fields alongside them.

Question 21

Can you set the same value on a field for every record you migrate to HubSpot, such as labelling every contact's phone as 'Mobile'?

Accepted Answer

Yes, as long as HubSpot lets that field be set through its API. Each migration is a custom script, so we can apply a fixed value to a field on every migrated record. We first test that HubSpot accepts the value, confirm with you, and then apply it across the board, including on records that have already been migrated.

Question 22

What happens if some of our field values are longer than HubSpot allows?

Accepted Answer

We handle it in the migration scripts. Fields where HubSpot's limit is shorter than your data are identified while we map your data, the handling for each one is agreed with you before the migration runs, and you can check the result in the sample migration before the full run.

Question 23

Do you migrate our users, or do we need to create them in HubSpot before the migration?

Accepted Answer

Usually your team creates them, but we can do it for you. We recommend setting up your users in HubSpot before the full migration, so every record can be attributed and assigned to the right person; the sample migration uses a default user, so it doesn't need them. If you'd rather we create the accounts, send us the list of users and their roles and we provision them for you, where HubSpot allows it.

Question 24

Will the migration delete or overwrite any data that's already in HubSpot?

Accepted Answer

No. The migration adds your records alongside what is already in HubSpot, and nothing there is deleted without your confirmation. Where an incoming record matches an existing one, we link to the existing record rather than creating a second copy, and corrections to migrated records are made as updates wherever possible rather than by deleting and recreating them.

Question 25

What happens if HubSpot rejects some of our records during the migration?

Accepted Answer

We log each rejected record, fix the cause and push it again. Common causes, such as a required field your data doesn't fill or a value in a format HubSpot doesn't accept, are agreed with you and handled in the migration scripts, and the scripts can be re-run safely without creating duplicates. When the migration finishes, you get a list of every migrated record and of anything left out, with the reason.

Question 26

Will the data we migrate count toward HubSpot's plan limits or storage charges?

Accepted Answer

It depends on your HubSpot plan. Migrated records arrive as regular records in HubSpot, so whether they count toward its record or storage limits is set by HubSpot's pricing, and its own team or your implementation partner can confirm how your plan treats them. If limits are a concern, you can reduce what moves, for example by migrating only the last one or two years of history.

Question 27

Can you migrate the email history on our mail server, such as Microsoft Exchange, into HubSpot along with our CRM records?

Accepted Answer

Yes, on a best-effort basis where your current CRM has no clean way to export it. For team members who are still with you, HubSpot may be able to sync their mail itself once each person's email account is connected; for people who have left, we bring their messages in as notes on the right records where HubSpot supports notes, retrieving them from your current CRM or your Exchange server, so the history stays intact and attributable.

Question 28

Can you migrate our sales sequences, email templates and automation flows into HubSpot?

Accepted Answer

Partly, depending on HubSpot. Email templates are generally the simpler part to move, while sequences, flows and automations are rebuilt rather than copied, because each CRM builds automations differently. Where HubSpot's API lets us create them, we set them up programmatically; where it doesn't, they are built through its interface, by us with a login or by your team, and we confirm which items fall where during scoping.

Question 29

What happens to contacts that share an email address or telephone number if HubSpot doesn't allow duplicates?

Accepted Answer

You decide whether they merge or stay separate. A CRM that checks for duplicates through its API returns the existing contact instead of creating a new one, so records sharing an email address or telephone number would otherwise collapse into one contact; we tell you how many records are affected and let you choose. If you want a separate contact for each source record and HubSpot has a setting that allows duplicate contacts, your team switches it on while we migrate them, and we tell you when it is safe to switch it off again.

Question 30

Will the emails and files stored on our contacts migrate to HubSpot, including for inactive accounts?

Accepted Answer

Yes. Emails and files stored on your contacts can be part of the migration, including those on inactive accounts, and you choose which records and how much history come across. Files come across as actual files, attached to the matching records in HubSpot. Where an email's original user has no account in HubSpot, we can bring it across as a note on the contact instead. If HubSpot syncs email from connected email accounts, you can leave active users' mail to that sync and have us migrate the rest.

Question 31

Do you migrate bulk marketing emails into HubSpot as well as one-to-one emails with contacts?

Accepted Answer

It depends on which you need, and we confirm that before anything is pulled. Some CRMs keep bulk marketing emails, such as broadcasts, separately from one-to-one emails with contacts, so we agree with you which types are in scope and share a sample of them to review. One-to-one emails linked to your contacts and companies come across with those records, and bulk marketing emails can be included too, for example as an archive export you keep if HubSpot has no place for them.

Question 32

Can you migrate the history of our deals' stage changes into HubSpot, not just their current stage?

Accepted Answer

Yes, where your current CRM records stage changes and HubSpot can hold them. Deal-stage history is scoped like any other data: we check what your current CRM keeps for each deal's stage transitions, agree with you how that history is represented in HubSpot's data model, and you review it in the sample migration before the full run.

Question 33

Can you migrate emails that are private to individual users into HubSpot, not just the emails linked to contacts and deals?

Accepted Answer

Yes, where your current CRM's API gives us access to them. On some CRMs, the API returns only emails linked to a record plus the private emails of the user whose account is connected, so each colleague whose private emails you want included connects their own account. Private emails that aren't linked to any contact or deal have nothing to attach to in HubSpot, so we agree with you where they go, for example on a dedicated contact for each user, with the email content kept searchable.

Question 34

What happens to a file that is linked to several records if HubSpot only lets a file belong to one?

Accepted Answer

We can attach a copy of the file to each record it was linked to, so it can still be found from every one of them. If you'd rather keep a single copy, we agree with you which record it lives on. You check how linked files land in the sample migration before the full run.

Question 35

Can you migrate our products and customers' purchase history into HubSpot, not just contacts?

Accepted Answer

Yes, where your current CRM's API makes them available. Products and purchase records are scoped like any other data: the migration checklist covers products alongside contacts, notes and tags, and we confirm what each platform's API can read and write before anything runs. Where HubSpot has no native home for purchase history, we agree another form with you, such as a custom field or a note on the contact.

Question 36

Do you migrate our notes, tasks, activities and files to HubSpot, or only contacts and deals?

Accepted Answer

Yes, all of them can come across, not just contacts and deals. Notes, tasks, activities such as events and emails, and files can be included alongside contacts, companies and deals, each linked to the record it belongs to, with owners kept where those users exist in HubSpot. Tasks are migrated with the contacts they are linked to. Where HubSpot's version of an item holds less, for example lighter tasks, we agree with you how the extra detail is kept, such as a note on the same record.

Question 37

How long does a migration to HubSpot take?

Accepted Answer

Most migrations complete within 1–5 business days, depending on data volume and complexity; very large migrations, such as several hundred thousand records, take longer. We provide a detailed timeline after the initial assessment and can often complete small migrations in under 24 hours.

Question 38

Will there be downtime when we migrate to HubSpot?

Accepted Answer

No. Our migration process is designed for zero downtime. Your current platform stays fully operational throughout: the bulk migration runs in the background and the cutover is fast, so there is no disruption to your live business operations.

Question 39

Can we change fields or settings while migrating to HubSpot, and is there anything we should switch off?

Accepted Answer

Mostly yes, and your team can keep working as normal, but leave the fields being migrated as they are, in your current platform and HubSpot, until the migration, including the final delta, is complete. The field mappings are set before the run starts, so hold off on renaming or removing those fields, and changing a migrated field's options, archiving it, or marking it as required or conditional can stop records from migrating. Where needed, and as agreed with you, we set the matching fields in HubSpot to active, not required and not conditional for the duration of the migration, wherever HubSpot has those settings. Other fields can be added or removed in the meantime. Also pause any AI agents, automations or rules in HubSpot that could act on migrated records, so they don't fire on historical records as they arrive; if some must keep running for live work, we can instead agree a condition that makes them skip migrated records. Once the migration is complete, you can switch them back on, restore those field settings and rename fields freely.

Question 40

Do you also reconnect our integrations in HubSpot?

Accepted Answer

No, reconnecting integrations is not part of the migration. Your team connects each tool to HubSpot after cutover, and if you want a custom integration rebuilt, we scope and quote it as separate work.

Question 41

Will we get a copy of any data that doesn't fit in HubSpot?

Accepted Answer

Yes. Any records that cannot be placed in HubSpot are listed for you, and we hand them over as a data export. That way you keep a complete copy of your data, even after you stop using your old platform.

Question 42

If we've already cleaned up migrated data in HubSpot, will a later sync overwrite our changes?

Accepted Answer

Not without your go-ahead. Delta syncs check incoming records against what is already in HubSpot so they don't overwrite your team's changes, and records your team has worked on since the migration are left out of any reimport. If a re-run is needed, for example after a mapping change, it can update records that were already migrated, so we confirm with you first which records it will touch.

Feature / Criteria	ClonePartner	Automated Tools	CSV Import	In-house migration
Custom Scripting for complex data	✓ Engineers build & maintain	✗ No	⚠ Manual	✓ Yes – but costly
Sandbox & Pilot Migrations	✓ Full sandbox + pilot plans	⚠ Limited	✗ No	⚠ Often Informal
Manual validation & reconciliation	✓ Automated + manual QA	✗ No	✓ Yes (Manual)	✓ Heavy manual effort
Backup & rollback plan	✓ Robust procedures	✗ No	✗ No	⚠ Often incomplete
Handles automation and integrations	✓ Full support	⚠ Partial	✗ No	⚠ Possible but fragmented
Post-migration engineer support	✓ Dedicated engineers	✗ No	✗ No	⚠ Limited pipeline support
Adaptable to API changes	✓ Proactive adaptation	✗ No	⚠ Manual fixes	⚠ Slower response
Turnaround / pipeline predictability	✓ Predictable pipelines	⚠ Fast but brittle	⚠ Slow and manual	⚠ Often slower
Data Security & Compliance	✓ High – enterprise grade	⚠ Medium (depends)	⚠ Low (manual)	⚠ Hidden gaps common
Pricing predictability	✓ Transparent & fixed	⚠ Low (per-job)	⚠ Low (manual hours)	⚠ High/variable OPEX
End-to-end project management	✓ Full E2E delivery & PM	✗ No	✗ No	⚠ Often partial
Business impact & opportunity cost	✓ No diversion of staff	✗ No	✗ No	⚠ Diverts engineering

Migrate to HubSpot Seamlessly

Supported Platforms for HubSpot Migration

Accelo

ActiveCampaign

Affinity

Attio

Brevo

Capsule

Close

Copper

Fireberry

Freshsales

Highlevel

Insightly

Keap

Kommo

Microsoft Dynamics 365 Sales

Monday CRM

Nutshell

Pipedrive

Coevera

Planhat

Salesflare

Salesforce

Teamleader

Teamwork CRM

Zendesk Sell

Zoho Bigin

Zoho CRM

HubSpot

360 View

AdvisorEngine CRM

Creatio CRM

Customer.io

FintechOS

Maximizer CRM

Practifi

Redtail CRM

Salesforce Financial Services Cloud

UGRU CRM

Wealthbox

Coffee

Reevo

folk CRM

Clarify

Rings AI

Lightfield

Aurasell

Platform not listed?

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Your HubSpot migration, step by step

Make Data-Driven Decisions with Clear Insights

Unify Your Entire Business on One Platform

Automate Repetitive Tasks and Boost Productivity

A User-Friendly Platform Your Team Will Actually Use

Switching your CRM feels daunting. We get it.

Most teams delay the move because they fear…

But putting it off comes with an even higher cost.

That's why ClonePartner exists.

What does an Engineer-led migration mean anyway?

Speed & Accuracy: Our Blended Method

Handling the Tricky Tech and API Details

No Guesswork

We Adapt to Your Setup (Not the Other Way Around)

Pros and cons of different migration options

Enterprise-Grade Security & Compliance

Frequently Asked Questions

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