Salesforce to HubSpot Migration: A Detailed Step-by-Step Instruction

HubSpot & Salesforce Comparison

Salesforce and HubSpot have similar characteristics, but they tend to serve different purposes. HubSpot CRM acts as free software to pay sales and marketing teams. 

Salesforce CRM is the core platform through which thousands of frameworks, integrations, and features link to the client. You can also check out Salesforce AppExchange, a leading enterprise cloud marketplace with HubSpot-Salesforce best practices.

HubSpot CRM is a perfect solution for businesses that just want an easy setup. HubSpot has many advantages, one of which is the most essential to people: it’s free! 

HubSpot’s functions are also good for all-sized companies. Improve your professional skills with free online courses from HubSpot Academy. 

Salesforce is ideal for all-sized companies. It customizes its features depending on the customer’s company size and needs. Salesforce offers many features and helps users understand how to use them all through Salesforce Trailhead Academy. 

According to the Salesforce-HubSpot comparison on SoftwareAdvice.com, Capterra, and HubSpot vs. Salesforce G2Crowd, HubSpot CRM is estimated at 4.4/5., and Salesforce gets an average customer satisfaction score of 4.07/5.

Read more about the Salesforce-HubSpot comparison from experienced users on HubSpot vs. Salesforce Reddit or our blog.

HubSpot Pricing

HubSpot offers all the functionality you need at its marked price, and you pay only for extra revenue-generating sales seats. Free seats are accessible to team members who need company exposure, such as monitoring, without any of the day-to-day features of sales tools. 

HubSpot offers a FREE version, and its cost is based on access to its various Hubs:

• Marketing Hub: $50-$3,200 per month

• Sales Hub: $50-$1,200 per month

• Service Hub: $50-$1,200 per month
• HubSpot CMS: $300 per month

Get more information and details about HubSpot pricing.

Salesforce Pricing

Salesforce includes paid add-ons for important features. Aligning your marketing and sales teams, granting executives exposure to reporting, or even allowing your reps to work in a single inbox can cost extra. 

Salesforce offers the following editions:

• Essentials: $25/month per user

• Professional: $75/month per user

• Enterprise: $150/month per user

• Unlimited: $300/month per user

Get more information and details about Salesforce pricing.

How to Prepare for the CRM data migration from Salesforce to HubSpot

Proper preparation and organization are important to any project, and CRM data migrations are no exception. Consider the following guidelines on identifying possible Salesforce migration challenges and identifying the appropriate activities in advance.

1. Clean up Data

Get to know the organization and management rules of the database before setting up any cleaning or deletion activities. You should distinguish the types of vital information and ensure the consistency and validity of the transmitted data. 

Don't forget that incomplete duplicates can be merged or replaced so that records remain original and consistent.

2. Get Organized

Edit or build your team's rules for handling data. It's going to help keep records logically ordered. For example, the organization uses sales targets to ensure that all leads, contacts, and accounts are sorted by location.

3. Know Your Data

Identify the objects you want to migrate to HubSpot and determine how your current CRM differs from your future solution. Let's assume that the data covers past items like old appointments or missing meetings.

4. Create a Backup Plan

Create a backup plan to eliminate any data loss. You may use Trujay’s Data Backup to make your data secure. You can create a sample data backup to see how the service works. The backup process is based on an API request and can take from 5 minutes to several hours, as it depends on your data set and your system’s peculiarities. 

5. Map Out the Data

When the specifics of the old framework have been evaluated and updated, continue to compare its records with those available on the future system. Consider each custom field you have developed and evaluate the names of the entities. Build custom data and fields based on your current framework to fit the CRM you're migrating to resolve the differences you've found.

• Find out how to map objects and their related fields. 
• For mapping complex data, check out our free guide on objects and field mapping.

6. Test the Salesforce to HubSpot Migration Service

Take advantage of this free trial. The sample applies to the CRM system and the data migration service. Make sure you see that everything flows in the way you planned with Trujay's Wizard Tool. You should select a wide enough data set for the sample to identify potential failures. Find out the top 8 reasons why CRM fails and implement it successfully.  

7. Estimate the Migration Price

Visit our online estimator to estimate the cost of your Wizard Migration. The estimate depends on how many records you have. You can do it to get an estimate on an automated migration or for custom migration. 

However, the estimate is not your final migration cost. Final costs are subject to change. The estimator is used to get you the most accurate possible quote.

4 Different Ways to Perform Data Migration from Salesforce to HubSpot

Let’s take a look at four main options to import your CRM data from Salesforce to HubSpot. 

1. Migrate with HubSpot’s Native Tool

HubSpot has a native migration tool that is user-friendly and works for simpler use cases. You just need to export your existing CRM data into a .csv file and upload it into HubSpot. You can import contacts, companies, deals, tickets, products, and notes with this approach.

HubSpot is offering a Data Migration Package to make your CRM data import even easier.

This "do-it-for-you" service is sold to you by HubSpot and delivered by us, Trujay, a long-time HubSpot Partner.

2. Migration Wizard

Trujay’s Migration Wizard is an automated migration that migrates customer data for you, so you don’t have to lift a finger. We bridge the gap between almost all CRM data migrations, including Salesforce and HubSpot.

Perform the data migration process on your own with Trujay's Wizard. The main features of this option are:

• Free Sample Migration

• Cost-conscious migration

• Quick turnaround 

• Objects and users matching
• Automated migration process

To perform the Salesforce to HubSpot migration, go through the following steps:

1. Visit Trujay’s Wizard to perform a free sample migration from Salesforce to HubSpot. Choose HubSpot from the drop-down menu. Make sure you have an active account to authorize CRM.
2. Confirm your email address to receive notification about the sample and the results file.
3. Choose objects you want to migrate from Salesforce to HubSpot, perform user matching, and field mapping independently. All you have to do here is click the ‘Customize Mapping’ button. If everything looks right, click ‘Free Sample Migration.’
4. If you don’t want to modify anything in the field mapping, click the “Start Sample” button to launch the sample migration right away.

          Note. For new users, the data fields are automatically assigned using the most common logic.

5. When the Sample Migration to HubSpot is complete, you may evaluate the results. If you’re satisfied, start a full migration. The price of the full migration will depend on the number of records you want to migrate.

If something goes wrong and you want to set up mapping on your own or change migration options, click the “Change Fields Mapping” button. Choose data fields to migrate and check certain boxes to migrate your records.

You can re-run your free sample migration and change field mapping as many times as you need at no cost.

Read more about Wizard Migration troubleshooting in our FAQ section.

3. Guided Self-Service

If you’ve reviewed our Wizard tool but don’t want to use the tool on your own, we have your back. 

Our Guided Migration Service allows you to pay for 5 hours of technical support simply. You’ll have a dedicated, personal account manager discuss your options, guide you through the mapping process, and/or do the entire Wizard Migration for you. For more details on our Guided Service, visit our Guided Service Migration and get in touch with our experts at  sales@trujay.com. Characteristics:

• Cost-conscious 

• 5 hours of expert support

• Less time-consuming

• Personal account manager
• Automated migration process

4. Custom Migration

Trujay’s Custom Migration Service is a more personal and less DIY-type of approach. Our account managers will guide you through the entire process. 

Custom Migrations provide you with a personal account manager, migration setup, customization of migration, migration assistance, and the following features:

• Higher cost 

• Almost no limitations 

• Shallow involvement

• Personal approach

• Little to no time consumed
• Pre/Post-migration validity

How to Proceed with Salesforce-HubSpot Mapping

If you use HubSpot’s Native Migration tool,  you can map them to HubSpot as custom properties. This allows you to use the record type for segmentation in HubSpot.

You can map Salesforce record types to HubSpot’s custom objects with one of two field types: single-line text and dropdown select.

• Map Salesforce record types to a custom HubSpot single-line text property (Beginner)
• Map Salesforce record types to a custom HubSpot dropdown select property (Advanced)

You can do the same with the help of Trujay. Below, we’ll describe the mapping process in more detail.

You can perform object selection, users matching, fields mapping with the following options:

• Find out the types of fields in your source and target CRMs that correspond
• Check if the field is native or custom by hovering over the ‘i’ icon
• Check the field usage in your source CRM
• Perform advanced mapping for complex fields (similar fields of the same type, like work phone, home phone, mobile phone, etc.)

Read more about how to map objects and their related fields to make the Salesforce HubSpot mapping easier.

What data can I migrate from Salesforce to HubSpot?

Objects and field mapping may vary according to your demands and business needs. Other objects can be migrated in terms of custom migration.

HubSpot-Salesforce Integration

IntegrateHQ was built to connect any data or system to HubSpot directly, including Salesforce CRM. Being the first specific HubSpot middleware, we have robust experience and profound knowledge behind our HubSpot integration projects. We’ve built IntegrateHQ to fit every kind of user. Whether you have little knowledge or a clear understanding, our middleware adapts to all levels of technical experience. Our integration background is stealthy, as we’ve worked with Dell Boomi, Workato, and Bedrock Data. 

The HubSpot-Salesforce integration allows you to seamlessly pass data between HubSpot and Salesforce and maintain consistency between your marketing and sales teams. But there are some requirements for HubSpot-Salesforce integration. The integration user installing the HubSpot-Salesforce integration must have the following subscriptions, access, and permissions.

Moreover, it may face HubSpot-Salesforce sync errors, where you have to adjust HubSpot-Salesforce API calls limits, which prevent data from syncing. You can identify and resolve these sync errors in your Salesforce integration settings. Read about HubSpot's alternatives.

Salesforce to HubSpot Migration: Trujay’s Route

Some people consider data migration as a fast switch of the database from one platform to the new one. Unfortunately, it doesn't work that way.

Datasets can be amazingly knotty and complex. In cases where the datasets are small, objects are easy, and the custom fields are small. As a result, the migration process can be accelerated. Afterward, you can pursue the migration on your own at the lowest possible cost using an automated Wizard migration tool.

How We Get You a Firm Scope

• NDA

By signing a non-disclosure agreement, you’re ensured that your data will be secure and will not be shared. We delete your data from our servers when our transaction is complete. 

• Secure access

We send you an encrypted link, and we access your dataset through APIs. We can also request a full data backup or request your target credentials to upload to our server.

• Efforts determined

Once we have access, our tech engineers start to determine efforts by analyzing scope and complexity.

• Proposal Confirmation

When you have confirmed the proposal and scope of work, we provide you with our MSA (Master Service Agreement). The project begins with an introductory call with your personal account manager, who will assist you throughout the process.

Milestones of Salesforce to HubSpot Import Process

1. A kickoff call. You and your account manager will have a 30-minute video call and use screen-sharing to take a look at the entire project. 
2. Mapping session. Our tech engineers will cache your data, build your mapping interface, and delete or even merge fields.
3. Checking data. Here, we take a subset of data from your database and move it into the desired solution. This involves the mapping logic and any other custom requests. We want to make sure we have it right before moving data in bulk.
4. Pushing data. If everything is right, we’ll begin the full migration. On average, this process takes 1-5 days. 
5. Quality check. Our QA team checks whether all the data landed accurately. They check for errors against the mapping as well as the associations between all objects.
6. Delta migration. Your company can continue to work in the current CRM during the migration. When you and your team are ready to stop using the source solution, we comply with the delta migration.

Tips after the Salesforce to HubSpot Migration

Provide Ongoing Training for New CRM Features & Processes

When new CRM features are introduced, it is important to make sure the team is updated. Without constant planning, the team would not complete tasks with new CRM functionality that could lead to delays and failures. CRM functions' effort to simplify processes would have been redundant simply because no one knows how to use them.

Estimate Your CRM’s Features

Estimate the implementation of your platform 2-3 months after the start of the CRM. Is that everything you expected? Are you satisfied with your layouts? Many vendors allow users to make small changes to the system in the first few months of use. 

It is recommended that the CRM be re-estimated after one year of use. There might be some new fields that you'd like to add. Or some features weren't needed initially, but now it would be a good thing to have. 

Test your HubSpot CRM

Even if you have gone through the migration process smoothly and error-free, you also need to conduct a post-migration audit. Take the time to look for potential problems in your new CRM. Make sure the required data was migrated, and the dashboard is working correctly.