Moving to HubSpot? Here’s Everything You Need to Know About Data Migration

Migrating your data to HubSpot might feel overwhelming, especially if your current CRM setup is messy, inconsistent, or scattered across multiple platforms. But with the right planning and support, you can move everything over cleanly and confidently.

We’ve helped over 100 companies migrate to HubSpot, and here’s what we’ve learned.

How Long Does The Migration Take?

A standard migration (e.g., from Pipedrive to HubSpot) takes about 8 weeks. Our process includes:

• 2 weeks of discovery and mapping
• 2 weeks of test migrations
• 2 weeks of implementation
• 2 weeks of validation and adjustments

Have a more complex setup? Custom objects, multiple tools, or large datasets (1M+ records) may take up to 12 weeks. Either way, we always start with an MVP and build from there.

Why Is Data Migration So Expensive?

Here’s the truth: no two datasets are the same.

We’ve worked with everything from handwritten notepads to Excel files (missing core data like company domains) and yes, we’ve also used AI and third-party tools to bring structure to chaos.

No two datasets we receive are the same, so we need to go through a very comprehensive 5-step process to ensure that the data we are bringing into HubSpot is not just the right data but also data from which we can draw insight.

The process includes:

1. Assessment & Planning
2. Cleaning (remove duplicates, format, standardise)
3. Mapping
4. Enrichment (fix broken data, add missing info)
5. Testing & Validation

While we do lean into AI and external tools for this process, each dataset is a different world and always requires some human intervention. Labour generally makes up a large portion of Data Migration costs due to this fact.

Will We Lose Our Data?

This is the most common question we get, and it’s a valid one. The short answer? Not if you plan it properly.

Here’s our 3-step approach:

• Field-by-field mapping: We take your existing fields and map them directly to HubSpot’s system, ensuring nothing slips through the cracks.
• Test migrations: Before the full move, we run tests on sample data and validate everything.
• Post-migration checks: We reconcile and verify record counts and key data points so you know your information has landed safely.

We’ll also move over valuable historical data (like notes, activities, emails) so you don’t lose context.

Should You Clean Your Data First?

Yes. Always. Here’s why:

• Clean data = better reports, segmentation, and usability
• Easier adoption by your team
• Lower HubSpot marketing costs (less clutter = fewer contacts to pay for)

One thing that always gets overlooked in data migrations is the quality of the data itself. You know what they say — crap in, crap out. And it’s especially true when it comes to CRMs. 

What About Data Security?

We treat your data like it’s our own.

When handling sensitive data during your HubSpot migration, it’s important that this is protected. There are a number of key steps involved to make sure that your data is kept secure.

1. Establish transparent data governance: Control access permissions and maintain audit trails.
2. Use secure transfer methods: Always use encrypted connections and avoid sending sensitive data through unsecured channels.
3. Consider data masking: Use anonymised data for testing where appropriate.
4. Back up everything before starting the migration process.
5. Verify regulatory compliance (GDPR, etc.) throughout the process.
6. Conduct security audits after migration to confirm all sensitive data is properly protected.

Deadline Coming Up? Here’s How to Hit It.

Got a renewal looming with your old CRM provider? Work backwards:

• Aim for an 8–12 week window before your deadline
• Focus on the essentials for launch
• Make fast decisions (this is often the biggest cause of delays)
• Get your team trained while the migration is happening
• Schedule your final cutover on a quiet day with everyone ready to test

And if you’re tight on time, negotiate an extension. Most vendors will play ball if you ask early.

Moving to HubSpot is a big step, but it doesn’t have to be stressful. Want to chat through your specific setup? We’re always happy to help.