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

Insightly to HubSpot migration


What are my options for

converting Insightly to HubSpot?


Data is the foundation for any business. CRM is one of the most important investments as it aims to automate all work processes and increase revenues. If this is not the case, and your CRM, such as Insightly, is no longer up to the task, you should consider migrating to HubSpot. This process is more complicated than the initial implementation of the software. Of course, your new CRM should solve the existing problems in Insightly.

When you have already decided on the Insightly to HubSpot migration, you can use three options to achieve this goal:
-Migration DIY;
-Using the migration tool;
-Using a CRM Migration specialist.

The choice is yours as every business is unique. You might have resources you can trust the weight of the entire company's data on to execute the process seamlessly and without data loss, you might not. Hopefully we can show you enough options so you can make a plan before moving on.

Option 1

Migrating myself 

If you are confident in your abilities, if you know a little bit about this process and if you have a small amount of data to transfer, then this path is for you.


Option 2

A wizard import tool or
an integration

You can select this option if your old and new systems have much in common. In this case, you will have to use a third party application or the Data Import/Export Wizard. There are a few data migration tools from  Insightly to HubSpot out there on the market that provide direct API to API migration functionality.


Option 3

A custom migration

This option is an opportunity to carry out high-quality data transfer between CRM systems. Moving to HubSpot with the help of specialists will take less time, and the work of the sales team will not be disrupted.



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

Before you start Insightly to HubSpot migration on your own, you need to develop a strategy. Consider all options and evaluate the possibilities. Do not forget to clear your database of outdated and irrelevant data, this will help you avoid wasting time. You must be sure that you will not lose anything. In this case, without experience, there is a risk of making many mistakes.

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

The Migration Tool is a specially designed application that will help you migrate your data to HubSpot. Its main task is to analyze and identify all your data, objects, structures and bring them into a new CRM in accordance with the final result.

Does the CRM you’re moving to have an object just for Contacts? Or do they host two objects “Contacts” and “Leads”. If you’re moving into this system or moving away from, how will this get handled and will it make sense after the move? Will you still be able to differentiate from the two? In order for your files to move to the right place, you need to do a field mapping. It involves matching the data fields in your current CRM to those in the new CRM you’re migrating to.

Contact us     Try it for free

With Trujay, you can run any number of test migrations until you're satisfied. When you like one of the examples, you can pay and start a full migration from Insightly to HubSpot.

Free Sample Migration Demo Video

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

Option 3: A custom migration

This option is probably one of the best. Data migration should be closely supervised by specialists, as they provide ongoing support. In this case, you will receive a migration customized to the needs of your business.This is a simple, secure and smooth migration. Our employees will competently and professionally install the software complex, as well as help to understand the functionality of the system and transfer all the necessary data from Insightly to HubSpot.
With a custom migration, you might have a CRM implementation partner where they have fit this into their entire onboarding plan with you. The result of an ideal migration is this: sales opened the program and immediately understood what to do, the data was saved, many routine things became automatic. The employee does not remember the old system and does not look into it to check something.

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Insightly to HubSpot migration is a hot potato. It takes a lot of effort.  Although there are many out-of-the-box porting solutions, it is important to understand that they only apply to generic products without modifications. Check if this is your case. Often, data import is configured individually. For a safe transfer, it is definitely worth involving specialists, they will do it manually using the API. We’ll make sure everything’s done by the book.



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.

How can I find HubSpot CRM Hub ID?

In order to proceed with your HubSpot CRM migration, you should specify you HubSpot CRM Hub ID. First of all, go to your HubSpot CRM admin panel and select the right account (if you have several):


After that, top right you'll see Hub ID number:


Please copy the number and paste it into the corresponding field in the migration wizard:




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. 

How can I create custom fields in HubSpot?

You can easily create Custom Data Fields in HubSpot using our mapping User Interface. To proceed, follow these steps:


  1. Go to objects mapping page by clicking Change fields mapping


  1. On the mapping page, click Unmapped Fields, choosing Advanced Mapping Mode.


  1. You will open a window where you can map fields that weren’t automated. On the target CRM side, click Add custom field: 


  1. Choose a field type on your target CRM from the dropdown list. The custom field will appear in the list of HubSpot so you can match it.


Please note that this option is available only for Accounts, Cases, Contacts, Opportunities.

  1. Set the desired field name and description, and  click Add custom field: 



What are my options?

Data cleansing


The data may be cleaned up by you via the Insightly portal. This will require some effort and time on your side, however it will have no additional cost.


You might request that the data be filtered by the data migration partner as it moves. They can develop custom scripts to only migrate the data you specify if you have identified the problematic data and can provide the partner with bullet points on the data you do not want to transfer to HubSpot.


With HubSpot's segmenting tools, cleaning the data after migration should be a relatively simple process. After creating the filters or custom views, delete them!

What are my options?

Insightly to HubSpot: Objects

Insightly Objects   HubSpot Objects
Organizations Companies
Attachments Attachments
Contacts Contacts
Emails Emails
Leads Contacts
Notes Notes
Opportunities Deals
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 obtain rates at a discount for you since they most likely have partnerships in place.

Onboarding Icon-1

Bad or Outdated Contacts

To determine whether emails are invalid, unverified, or catch-all addresses (such as or, it's ideal to use a program like Neverbounce. From there, you may mark and delete those, and these expenses are also rather little.

Group 4150

You have options

To wrap up

We told you about 3 ways to solve this situation. So, the ball is in your court: take it or leave it. Before deciding on the right option, first analyze your situation: budget, time, amount of data, etc.

This process is simple in theory, but in practice there are many nuances. The more thoroughly you analyze your situation and make a plan, the more you will be satisfied with the result. Keep in mind that when migrating data yourself, you will need experience or support. Without an experienced partner, this path can be difficult.

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

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