CRM Data Migration via Fileimport (CSV/XLS)

Who is this service suitable for?

This service is aimed at companies that are just starting out with HubSpot and want to migrate their data from an existing CRM or newsletter tool to HubSpot. Depending on the scope and complexity of your data structure, we offer two variants:

Basic Migration: suitable if you have a simple data structure and want to import your data into HubSpot quickly and easily – for example, if you are starting with HubSpot Marketing Automation and migrating contacts from your previous newsletter solution, or if you are starting with CRM or Sales Hub and currently have no existing CRM system.
Advanced Migration: suitable if you are switching from an existing CRM system to HubSpot and have therefore already built up a corresponding data structure, or if you would also like to structure or transform data as part of the migration.

Description & Process

Below you will find the process and the planned maximum duration of the individual meetings in tabular form. The content of each meeting follows after the table.

Note: Each step in the table represents a milestone. Only once a milestone has been fully completed do we move on to the next step. The migration typically takes 2 to 3 months from start to finish.

	Basic Migration	Advanced Migration
Kick-off Meeting (1 hour)	✔️	✔️
Data Model Meeting (1.5 hours)	✔️ (Contacts, Companies, Deals & Tickets)	✔️ (Everything from Basic plus custom Objects & Activities)
Field Mapping Meeting (2 hours)	✔️ (Excl. Data transformation & Association Labels)	✔️ (Incl. Data transformation Association Labels)
Test Import Review Meeting (1 hour)	✔️	✔️
Final CRM Migration – Closing Meeting (1 hour)	✔️	✔️

What do the individual meetings include in detail?

Kick-off Meeting

In the kick-off meeting, we discuss the migration process and define how you will deliver your data to us. We set the timeline, identify the source tool, and schedule the date for your Data Model Meeting.

Ideally, you send us initial sample import data right after this meeting. This allows us to start preparing the mapping before the Data Model Meeting takes place.

After the kick-off meeting, the following is clarified:

the migration process
the timeline
the source tool
the delivery of the import data
the requirements & limits of the CSV migration
the date for the Data Model Meeting

Please note: Make sure to review the technical requirements and limitations for your import file: Import Files – Technical Requirements and Limitations

The HubSpot account into which the data will be migrated should not yet contain any existing records. In addition, all necessary licenses required to migrate the data should already be in place.

Data Model Meeting

In the Data Model Meeting, we discuss the data model for your migration:

Which objects will be migrated?
What associations/connections exist between objects?
Which properties/data fields will be migrated per object?
What will your primary language be?
Which users should be migrated to HubSpot?

At the latest after this meeting, we will need your sample files of the source data in order to proceed with the data mapping process.

After the Data Model Meeting, the following is clarified:

Objects and associations are defined – depending on your package, the following objects are included:
- Basic Migration: contacts, companies, deals, tickets
- Advanced Migration: everything from Basic, plus custom objects and activities (calls, emails, meetings, notes & tasks)
HubSpot users are defined
The delivery of the (sample) migration files (CSV/UTF-8) is defined
The content of the data mapping process has been communicated

Depending on data quality, some preparatory work (e.g. data cleansing) may be needed before the migration can be carried out.

Attention: The following elements cannot be migrated through the file import process as they are not technologically supported:

Email attachments
Quotes
PDF/Word files, etc.
HTML emails

If you wish to migrate any of the mentioned elements, please inform us. In such cases, we can explore alternative migration options.

Field Mapping Meeting

Based on your sample data, we create a proposed mapping, which we discuss with you in the meeting. We also point out any potential formatting issues along the way.

This means that for each data field from your data file, a native HubSpot field is assigned. Data fields that will not be migrated are not considered at this step. Please note the following:

Basic Migration: no data transformation – if a field doesn't fit the native HubSpot format, we migrate it unchanged into a custom field.
Advanced Migration: includes data transformation – e.g. converting a free-text field into a dropdown field.

We also discuss the migration of the following information: the legal basis for storing and processing data, existing opt-in or opt-out status for contacts, and marketing contact status (Marketing Hub only).

If you have chosen the Advanced package, we will also clarify whether association labels or child-parent associations (companies) should additionally be taken into account during the migration.

After the Field Mapping Meetings, the following is clarified:

The data mapping is finalized
The migration of marketing contact status, GDPR, and opt-in information is defined (Marketing Hub only)
The field types are clarified The property groups are defined

Test Import & Review

We import the delivered data, send you a testing guide, and then schedule a feedback meeting to review the test import and its results together.

This allows you to review your data directly in the HubSpot CRM – exactly as you will later be working with it. Should any incorrect information or assignments still be present despite all efforts beforehand, they will surface here. Once you give us your approval, nothing stands in the way of the final migration.

Please note: Cleaning up duplicates or outdated data as part of data preparation and the import is not included. Please deliver your data to us already cleaned.

Final Data Migration & Closing Meeting

Based on our agreed timeline, we carry out the final migration. To do this, you send us an up-to-date list of your data, following the format of the sample data from the test migration.

After the migration, you'll have a few days to review your data. In the closing meeting, we clarify any remaining follow-up items. If no follow-up work is needed, you can start using your HubSpot account operationally from this point on – and the migration is complete.

Some additional migration tips:

Communicate internally in advance that no new entries should be made in the old CRM during the final migration period. This ensures that the exported data remains up-to-date, and the need for a double migration is eliminated. The final migration typically takes about half a day. Ask your sales colleagues to make their notes externally and then enter them into the CRM after the migration.
After the migration, you can start using the HubSpot CRM productively. Usually, the HubSpot onboarding process takes place in parallel with the migration. It is advisable to choose the timing wisely so that your team can start using HubSpot immediately after training and data migration. This avoids the hassle of a prolonged parallel operation.

Alternative: Custom Data Migration via API

Occasionally, there are reasons why the migration via file import is not feasible or appropriate. This is usually the case when data needs to be migrated that cannot be done using XLS (e.g., email attachments, images, PDFs, etc.).

In such cases, we can perform the data migration using the API. There are two options for this:

Using the CRM migration tool Trujay: The migration tool Trujay supports many common CRM systems. If your system is also supported, we can perform the migration through Trujay. Please note that this may incur additional costs from the tool provider.
Custom data migration via API: If your CRM system is not supported by Trujay, we can initiate a data migration directly through the API. This requires your system to have a well-documented REST API, and we need access to it and the CRM. Please be aware that this type of migration may incur additional costs.

Additional Information

The CRM Data Migration package is subject to the following limitations:

Meetings: The migration is limited to the number of meetings mentioned above, conducted via MS Teams.
Duration: The migration typically takes 2 to 3 months to complete. Based on our experience, questions may arise during the Data Audit that require internal clarification before proceeding with further implementation. As a result, the entire process may take up to three months. Please note that any unused services from this package will expire after a maximum of 12 months from the date of engagement.