HubSpot to Salesforce Migration: Easy Step by Step Guide

The digital economy mandates a radical re-evaluation of customer engagement platforms. 

Legacy systems, often characterized by fragmented data and siloed operations, are increasingly impeding agility and revenue growth. 

For enterprises considering a HubSpot to Salesforce migration, this decision represents more than just a platform switch; it’s a strategic imperative for revenue operations (RevOps) that requires careful planning and execution.

Current market realities demand a singular, holistic view of the customer journey, from initial touchpoint through post-sale support, to maintain competitive advantage. 

This comprehensive guide addresses the strategic considerations and actionable steps for enterprises contemplating a HubSpot to Salesforce migration, focusing on mitigating risk, optimizing resource allocation, and achieving quantifiable improvements in key business metrics.

What are the Differences Between Salesforce and HubSpot?

Understanding the differences between Salesforce and HubSpot CRM systems is crucial before initiating any migration. 

While both platforms serve as customer relationship management solutions, they cater to different organizational needs and scale requirements.

Salesforce positions itself as an enterprise-grade platform with extensive customization capabilities, advanced automation, and robust third-party integrations. 

It offers sophisticated features for large-scale operations, complex sales processes, and detailed analytics. 

However, this complexity often comes with a steeper learning curve and higher implementation costs.

HubSpot, on the other hand, focuses on user-friendly interfaces and integrated marketing, sales, and service hubs. 

It’s powerful in inbound marketing capabilities and offers a more intuitive experience for smaller to mid-size teams. 

However, as organizations scale, they may find limitations in customization and advanced enterprise features.

The decision to migrate data from HubSpot to Salesforce typically arises when companies outgrow HubSpot’s capabilities or require more sophisticated features that align with enterprise-level requirements. 

This includes advanced lead scoring, complex workflow automation, extensive third-party integrations, and granular reporting capabilities that support larger, more complex sales organizations.

How to Prepare for the HubSpot to Salesforce Data Migration

Preparing for the HubSpot to Salesforce data migration checklist involves several critical steps that ensure a smooth transition while minimizing business disruption.

1. Clean Your Data

Data quality is paramount for a successful migration from HubSpot to Salesforce. Begin by conducting a comprehensive audit of your existing HubSpot database. 

Remove duplicate contacts, update incomplete records, and standardize formatting across all fields. 

This process typically takes 2-3 weeks but is essential for maintaining data integrity in your new Salesforce environment.

Clean data ensures that your Salesforce implementation starts with a solid foundation, preventing issues that could impact sales productivity and reporting accuracy post-migration.

2. Get Things in Order

Organize your current HubSpot structure by documenting all custom properties, workflows, and integrations. 

Create a detailed inventory of your marketing campaigns, sales sequences, and service processes. 

This organizational phase helps identify which elements need to be replicated in Salesforce and which can be improved or eliminated.

3. Learn About Your Data

Conduct a thorough analysis of your data structure, including contact properties, company information, deal stages, and custom objects. 

Understanding data relationships and dependencies is crucial for proper mapping to Salesforce’s structure. 

Document how different teams currently use the data to ensure the new system meets all stakeholder requirements.

4. Make a Backup Plan

Create comprehensive backups of all HubSpot data, including contacts, companies, deals, tickets, and marketing assets. 

Export this data in multiple formats (CSV, JSON) and store securely. 

This backup serves as your safety net and enables rollback if needed during the migration process.

5. Plan How to Move Data

Develop a detailed Salesforce HubSpot migration strategy that includes data mapping, field matching, and migration sequencing. 

Determine which data migrates first (typically contacts and companies) and establish dependencies for more complex objects like deals and activities.

6. Test Moving Data from Salesforce to HubSpot

Before completing migration, conduct pilot tests with a subset of data. This testing phase helps identify potential issues and validates your migration approach. 

Create test scenarios that simulate real-world usage patterns to ensure the migrated data functions correctly in Salesforce.

7. Work Out the Cost

Calculate the total cost of migration, including platform licensing, migration tools, consultant fees, training, and potential business disruption. 

Consider both one-time migration costs and ongoing operational expenses in Salesforce versus HubSpot.

Additionally, the business should consider the cost of ROI since a Hubspot to Salesforce migration is a significant financial undertaking. 

CRM migration from HubSpot to Salesforce

Why Consider Migrating Data from HubSpot to Salesforce

Several strategic factors drive the decision to migrate from HubSpot to Salesforce. 

Enterprise organizations often reach a point where HubSpot’s capabilities no longer align with their complex requirements.

• Scalability Requirements: As businesses grow beyond mid-market size, they require more sophisticated automation, advanced reporting, and complex workflow capabilities that Salesforce Sales Cloud provides.
• Advanced Customization: Salesforce customization services offer extensive options through custom objects, advanced workflow rules, and Apex programming. This flexibility allows organizations to tailor the platform to unique business requirements that may not be possible in HubSpot.
• Enterprise Integration: Large organizations typically require integration with ERP systems, advanced BI tools, and multiple third-party applications. Salesforce’s robust API and extensive AppExchange marketplace, combined with expert Salesforce integration services  provide superior integration capabilities.
• Regulatory Compliance: Industries with strict compliance requirements often find Salesforce’s security features, audit trails, and compliance certifications more comprehensive than HubSpot’s offerings.

 

Tech stack migration from HubSpot to SFDC?

When Should You Migrate from HubSpot to Salesforce?

The timing of your HubSpot to Salesforce migration depends on several organizational indicators:

• Growth Thresholds: When your organization exceeds 100-200 users or manages complex sales processes involving multiple stakeholders, Salesforce’s enterprise features become more valuable than HubSpot’s simplicity.
• Data Complexity: If your business requires complex data relationships, advanced reporting, or sophisticated automation that HubSpot cannot accommodate, migration becomes necessary.
• Integration Requirements: Integration Requirements: When you need to integrate with enterprise-level financial systems, advanced marketing automation platforms, or specialized industry tools, solutions like Salesforce QuickBooks Integration and Mailchimp Salesforce Integration provide more options.
• Compliance Needs: Organizations in heavily regulated industries often migrate to Salesforce Health Cloud for its superior compliance features and security certifications.

SalesForce Marketing Cloud or HubSpot?

What Are the Options to Migrate from HubSpot to Salesforce?

Understanding options for migrating data from HubSpot to Salesforce CRM helps you choose the approach that best fits your organization’s needs and resources.

1. Manual Data Export and Import using Salesforce Data Loader and Data Import Wizard

This approach involves exporting data from HubSpot in CSV format and using Salesforce Data Management tools like Data Loader and Import Wizard.

While cost-effective for smaller datasets, it requires significant manual effort and carries a higher risk of data errors. (Source: Salesforce) 

The manual method works best for organizations with:

• Simple data structures
• Limited custom properties
• Small user bases (under 50 users)
• Tight budget constraints

2. HubSpot-Salesforce Integration

For organizations wanting to maintain both systems temporarily, using HubSpot Salesforce integration provides a bridge approach.

This allows a gradual transition while maintaining operational continuity.

Integration benefits include:

• Real-time data synchronization
• Reduced migration risk
• Gradual user adoption
• Maintained business continuity

3. Professional Salesforce Migration Services and Consultants

Engaging experienced migration specialists ensures comprehensive planning, execution, and post-migration support. 

Many enterprises also rely on Salesforce managed services to handle ongoing administration, monitoring, and optimization after migration. This provides continuous support without straining internal IT resources.

Professional services typically include:

• Detailed migration planning
• Custom field mapping
• Data validation and cleansing
• User training and change management
• Post-migration optimization with ongoing Salesforce support and maintenance services.

What Common Challenges Can You Face During Salesforce HubSpot Migration?

Common challenges during HubSpot to Salesforce migration require proactive planning and mitigation strategies, including:

• Data Mapping Complexity: HubSpot and Salesforce use different data structures. Mapping custom properties, deal stages, and workflow logic requires careful analysis and often custom solutions.
• User Adoption Resistance: Teams accustomed to HubSpot’s intuitive interface may resist Salesforce’s more complex environment. Comprehensive training and change management are essential. In such cases, businesses often choose to hire Salesforce developer resources to create tailored workflows, simplify processes, and ensure smooth user adoption.
• Integration Disruption: Existing integrations with marketing tools, customer service platforms, and business applications need reconfiguration or replacement.
• Historical Data Loss: Some HubSpot-specific features don’t have direct Salesforce equivalents, potentially resulting in lost functionality or historical data.
• Performance Issues: Improper data migration can result in slow system performance, especially with large datasets or poorly structured imports.

4 Easy Ways to Move Data from Salesforce to HubSpot

While this guide focuses on HubSpot to Salesforce migration, understanding reverse migration options provides a valuable perspective on platform flexibility.

1. Use HubSpot’s Built-in Tools

HubSpot provides native import tools that can handle basic Salesforce data exports. These tools work well for standard objects but may require additional configuration for custom fields.

2. Use MigrateMyCRM by SyncMatters

Third-party migration tools like MigrateMyCRM offer automated solutions that handle complex data mapping and preserve relationships between objects.

3. Do It Yourself with Guidance

Self-managed migration using detailed guides and best practices can be cost-effective for organizations with technical expertise.

4. Get a Custom Data Move

For complex migrations involving unique business processes, custom migration solutions provide the most comprehensive approach.

What Does a Personal Approach Mean for Moving Data from Salesforce to HubSpot?

A personalized migration approach involves:

• Custom field mapping based on specific business requirements with the help of a Salesforce consultant
• Preservation of unique workflows and automation
• Tailored training programs for different user roles
• Ongoing support during the transition period

What Is SyncMatters’ Migration License?

Migration licenses provide access to specialized tools and support for complex data transfers, ensuring data integrity and minimizing business disruption.

How to Match Salesforce Data with HubSpot Data

Data matching involves identifying corresponding fields, objects, and relationships between platforms. 

This process requires understanding both systems’ data models and creating comprehensive mapping documents.

What Data Can I Move from Salesforce to HubSpot?

Most standard objects transfer successfully, including:

• Contacts and accounts
• Opportunities and deals
• Activities and tasks
• Custom objects (with proper mapping)
• Historical reporting data

Linking HubSpot and Salesforce

• Linking HubSpot and Salesforce for seamless integration offers several advantages for organizations not ready for complete migration:
• Bi-directional Sync: Real-time data synchronization ensures both platforms maintain current information.
• Workflow Preservation: Existing processes can continue while new workflows are gradually implemented.
• Risk Mitigation: Integration provides a safety net during the transition period.
• User Flexibility: Teams can continue using familiar tools while adapting to new platforms.

How SyncMatters Handles Salesforce to HubSpot Moves

Professional migration services follow structured methodologies to ensure successful transitions:

• Discovery Phase: Comprehensive audit of existing data structure and business requirements.
• Planning Phase: Detailed migration strategy including timelines, resource allocation, and risk mitigation.
• Execution Phase: Careful data migration with continuous validation and testing.
• Optimization Phase: Post-migration tuning and user support.

How We Give You a Clear Plan

Professional migration services provide:

• Detailed project timelines
• Clear milestone definitions
• Risk assessment and mitigation strategies
• Communication protocols
• Success metrics and KPIs

Steps for Bringing Salesforce Data into HubSpot

The migration process follows a structured approach:

1. Data Assessment: Analyze current Salesforce configuration and data quality
2. Mapping Development: Create detailed field and object mapping
3. Environment Preparation: Configure HubSpot to receive migrated data
4. Pilot Migration: Test migration with subset of data
5. Full Migration: Execute complete data transfer
6. Validation: Verify data integrity and functionality
7. Go-Live: Switch operations to new platform
8. Optimization: Fine-tune processes and address issues

Tips After Moving Data from Salesforce to HubSpot

Post-migration success depends on continued optimization and user adoption.

Keep Training Your Team on New CRM Features and Processes

Ongoing training ensures maximum platform utilization:

• Role-specific training programs
• Regular feature updates and workshops
• User certification programs
• Continuous support resources

Check the Features in Your CRM

Regular feature audits help optimize platform usage:

• Quarterly feature reviews
• User feedback collection
• Performance metric analysis
• Process optimization opportunities

Test Your HubSpot CRM

Continuous testing ensures system reliability:

• Regular data validation
• Workflow testing
• Integration monitoring
• Performance assessments

Conclusion

HubSpot to Salesforce migration represents a significant strategic decision that requires careful planning, execution, and ongoing optimization. 

While the process involves challenges, proper preparation and professional guidance can ensure a successful transition that supports your organization’s growth objectives.

The key to successful migration lies in understanding your specific requirements, choosing the right approach, and maintaining focus on user adoption and business continuity. 

Whether you choose manual migration, professional services, or integration approaches, the investment in proper planning and execution will pay dividends in improved efficiency and business results.

For long-term success, organizations often complement their migration strategy with Salesforce managed services.

Remember that migration is not just a technical process, it’s a business transformation that requires attention to people, processes, and technology to achieve optimal outcomes.

FAQs

Can Salesforce replace HubSpot?

Yes, Salesforce can replace HubSpot, particularly for enterprise organizations requiring advanced customization, complex automation, and sophisticated reporting capabilities. However, the decision should be based on specific business requirements, budget considerations, and long-term strategic goals.

Is HubSpot owned by Salesforce?

No, HubSpot is not owned by Salesforce. HubSpot is an independent, publicly-traded company (NYSE: HUBS) founded in 2006. Both companies compete in the CRM and marketing automation space but remain separate entities.

Can HubSpot integrate with Salesforce?

Yes, HubSpot can integrate with Salesforce through native connectors and third-party integration platforms. This integration allows bi-directional data synchronization and can serve as a bridge during migration or as a long-term hybrid solution.

How much does a Salesforce migration cost?

Salesforce migration costs vary significantly based on data complexity, customization requirements, and chosen approach. 

Since Salesforce offers various products and services costs typically range from $10,000 for simple migrations to $100,000+ for complex enterprise implementations. 

Factors include licensing, consulting fees, training, and ongoing support requirements.