Migrating data from Salesforce to HubSpot requires careful planning and execution to ensure a smooth transition. This guide provides a step-by-step approach to help you move your data safely and efficiently. The goal of this migration is to transfer all data, including complex custom objects, from Salesforce to HubSpot.

Pre-Migration Checklist

• Backup Salesforce data (Export as CSV/JSON): This step is crucial to prevent data loss in case something goes wrong during the migration process. You can export your data from Salesforce by going to Settings > Data Management > Export. For example, if you have 10,000 leads in Salesforce, exporting them as a CSV file will take approximately 10-15 minutes.
• Create HubSpot account (Trial/Paid): Sign up for a HubSpot account, either trial or paid, to prepare for the migration. The trial account allows you to test the migration process with a limited number of records.
• Map your fields (e.g., “Deal Name” in Salesforce = “Opportunity” in HubSpot): Create a mapping document to match fields between Salesforce and HubSpot. This step is critical to ensure that data is transferred correctly. For instance, if you have a custom object called “Project” in Salesforce, you need to map it to the corresponding object in HubSpot, such as “Deal”.
• Inform your team of downtime: Schedule a maintenance window to minimize the impact on your team’s workflow. It’s essential to communicate the migration timeline to your team to avoid any disruptions.

Method 1: The “One-Click” Importer (If available)

• Check if HubSpot has a native import tool: As of the latest update, HubSpot provides a native import tool for Salesforce data. You can find this tool by going to Settings > Import > Salesforce.
• Steps to use it:
  1. Log in to your HubSpot account and navigate to Settings > Import > Salesforce.
  2. Connect your Salesforce account to HubSpot using OAuth.
  3. Select the objects you want to import (e.g., Contacts, Leads, Opportunities).
  4. Map your fields using the provided mapping tool.
  5. Start the import process.

Method 2: Manual CSV Export/Import (The Reliable Way)

1. Export from Salesforce: Settings > Data Management > Export. This step may take around 30 minutes to an hour for 10,000 records, depending on the complexity of your data.
2. Clean the Data: Remove empty rows in Excel. This step is essential to prevent errors during the import process. You can use Excel’s built-in functions to remove empty rows.
3. Import to HubSpot: Settings > Import > CSV. The import process typically takes around 15-30 minutes for 1,000 records, depending on the size of your data.
4. Map Fields: Ensure columns match perfectly. Use your mapping document created during the pre-migration checklist to ensure accurate field mapping.

Critical: What DOESN’T Transfer?

• Notes: Salesforce notes are not transferred directly to HubSpot. You can use the Salesforce API to export notes and then import them into HubSpot using the API or a third-party tool.
• File attachments: File attachments are not transferred directly. You can use a third-party tool or the Salesforce API to export attachments and then import them into HubSpot.
• Activity logs: Activity logs are not transferred directly. You can use the Salesforce API to export activity logs and then import them into HubSpot using the API or a third-party tool.

Post-Migration Testing

• Verify record counts (Salesforce had 500 leads, HubSpot should have 500): Check that the number of records in HubSpot matches the number of records in Salesforce.
• Check standard and custom fields: Verify that all fields, including custom fields, are correctly mapped and populated in HubSpot.

FAQ

Q: How long does this take? A: The migration time depends on the number of records and the complexity of your data. For 1,000 records, the migration process typically takes around 2-4 hours, while for 10,000 records, it may take around 10-20 hours.

Q: Will I lose my SEO/History? A: When migrating from Salesforce to HubSpot, you may lose some SEO history, such as page views and engagement metrics. However, you can use HubSpot’s API to import historical data and maintain your SEO history. Additionally, you can use a third-party tool to migrate your SEO data.

By following this step-by-step guide, you can ensure a successful migration from Salesforce to HubSpot, including the transfer of complex custom objects. Remember to test your data thoroughly after the migration to ensure that everything is working as expected.

📚 Continue Learning

Check out our guides on Salesforce and HubSpot.