Skip to content

Best Practices, Limitations, Options, and More...

HubSpot to Capsule migration


What are my options for

converting HubSpot to Capsule?


So you've been with HubSpot for a long time and decided to consider Capsule.

And you are interested in how to quickly, smoothly, and reliably switch to a new CRM. Now we will try to tell you about this transition's possibilities.

Unfortunately, it's not that easy. You have to choose between three options:
1.  independent migration
2. a special tool
3. customized migration with a specialist.

Option 1

Migrating myself 

If you don't already have experience migrating information, migrating from HubSpot to Capsule may not be that easy.


Option 2

A wizard import tool or
an integration

A real helper for you is a ready-made tool for high-quality data transfer between CRM systems.

Option 3

A custom migration

It takes a lot of effort to get your data into Capsule. Leave this job to the professionals. They will develop an individual plan for the transfer of objects for your company, and you will not have to worry about anything.


Option 1: Migrating myself and using the CRM vendor’s import tool

Everything changes too quickly in today's world. Data is evolving, and its transmission is also rapidly evolving. The native import tools will only allow core objects (Contacts/People, Companies/Organizations, and sometimes Opportunities/Deals).  Never cut your database in half and leave the “meat” of the data to be resolved later.  With records getting scrubbed, properties/fields being added, deleted, or merged and time filling the gap while your dataset is split will only bring you pain and a mess.

Especially when moving to a new system, starting fresh and changing the fields/data structure is most prominent. You've opened the door for a lot of risks and a fair amount of data loss.

We advise you to develop a data migration plan before migrating. Always move the data as a whole database, never in pieces, as the risk is too great, and setting your business behind could be too much to bear.


Option 2: Migrating with a wizard import tool or an integration tool

With the help of this tool, you will be able to transfer data in a short period of time. This process does not require special knowledge. Products, leads, deals, events and other data will be transferred from your HubSpot to Capsule without difficulty. If you need to transfer information to third-party systems, you can also use the service.

With Trujay, it will be fast and convenient. Specify the field binding (mapping) and run the migration. You can run as many free samples as you like. Trujay will transfer a limited amount of data to your new CRM. To evaluate the process of migrations and the service in operation.

Contact us     Try it for free

There is a robust procedure for importing data without coding skills. It does not require any software to be installed on the computer.


Free Sample Migration Demo Video

Step by Step screens of Trujay’s Self Service Migration Wizard

Option 3: A custom migration

This option will take all the hard work out of you. You will have time to learn the new CRM. You will be able to focus on configuring the Capsule, which is very important for you to focus on your business processes.

Finding a data migration company that knows HubSpot and Capsule like the back of their hand will ensure a smooth transition and save you endless hours. Trujay is such a company. Only data migration experts will make your transition as smooth as possible, so you can focus on the key parts of your business.

Contact us    Try it for free

Having a project manager or CSM guide you through the entire HubSpot to Capsule data migration process gives you time to consider things like fields/properties clean up, consolidation of pipelines or processes, automation, etc.  Better yet the project manager/CSM can give you guidance on turning text fields into dropdown fields, so you can report more accurately on the data points you collect.



Knowledge Base

What is a Sample Migration?

Sample Migration is a process where we transfer a small part of your records (approximately 10% of all data) to the target CRM platform and estimate the price of a Full Data Migration. You can test our service using the Free Sample Import.

You can change options and rerun the sample migration as many times as you need.

How does Free Sample work?

During the Sample Migration, we take a part of your records and migrate them to your target CRM platform, along with relations between those records. The entire process may take up to 15 minutes; it depends on the specification of your CRMs.

What happens after the Sample Migration is complete?

Once complete, you can review the transferred records in the target platform. Evaluate the results to make sure they work for you.

What is a Guided Migration?

A guided migration provides you with a Trujay dedicated CSM that will complete all the mappings for you. 

This is an excellent option for people that need an extra layer of support with their migration.


  • Everything in Wizard
  • Customer Success Manager
  • Mapping Verification
  • Quality Assurance
  • 1 - 2 Week Delivery

What is a Record?

A Record is the data item that exists in the CRM's system

  • 1 record = 1 Account/Task/Opportunity/Attachment/Note/Email, etc.
  • 1 record = one entity of CRM data (no matter what type is it).

For example:

Your current CRM possesses:

  • 1 account
  • 2 tasks
  • 3 emails
  • 2 notes.

In summary you have 1 account + 2 tasks + 3 emails + 2 notes = 8 records.

What is a Delta Migration?

A delta migration is the final migration performed during your custom migration process.

It ensures that all the data you have requested to be migrated is transferred and your target CRM is up to date right before the launch. 

What are my options?

Data cleansing


You can clean up the data yourself in the HubSpot portal. This will require some effort and time on your side, however it will have no additional cost.


You can ask the data migration partner to filter the data on the way over. If you have identified bad data and can give the partner bullet points on what data you don’t want to migrate to Capsule, they can write custom scripts to only migrate what you specify.


You can clean the data post-migration and should be relatively easy with Capsule’s segmenting tools. Create the filters or custom views and then delete!

What are my options?

Hubspot to Capsule: Objects

HubSpot Objects   Capsule Objects
Companies Organisations
Attachments Files
Calls   Activities (Calls)
Contacts People
Emails Activities (Notes)
Meetings Activities (Meetings)
Notes  Activities (Notes)
Deals  Opportunities
Tasks Tasks
Users  Users 

Additional objects will need to be investigated for a Custom Migration

Onboarding Icon-1


There are various de-duplication tools available that are all reasonably priced. Ask the data transfer partner if they can negotiate lower pricing for you because they most likely have partnerships in place.

Onboarding Icon-1

Bad or Outdated Contacts

Using a tool like Neverbounce is great to identify which emails are invalid, unverified, or a catch-all email ( or From there you can mark and remove those and these costs are pretty minimal as well.



We hope we've helped you learn more about HubSpot to Capsule migration services.

Whether it is the easiest type of data migration, it is a multi-step process that requires constant monitoring by specialists.
The user should not have questions about the features of the new system, and should not constantly look into the previous CRM system to check the history of the client. It is necessary to repeat all business processes, copy entities, reproduce subordination schemes. To do this, there must be a clear algorithm of actions.

If you ever would like to discuss your conversion between HubSpot to Capsule, please feel free to contact us here for a quick call.

Contact us    Try it for free

Latest Articles

Pipedrive vs HubSpot

Pipedrive vs HubSpot

Explore the key differences between Pipedrive and HubSpot in 2024. Discover which CRM software suits your business needs for sales and mark...

HubSpot Operations Hub: Streamlining Business Operations

HubSpot Operations Hub: Streamlining Business Operations

Discover how HubSpot's Operations Hub can streamline your business processes for efficiency and growth. Explore features, benefits, and suc...

The Role of Data Mapping in Successful CRM Data Migration

The Role of Data Mapping in Successful CRM Data Migration

Data migration is a critical process for businesses looking to upgrade their CRM systems or transition from on-premises solutions to cloud-...