HubSpot Migration Checklist: Moving to Another CRM - Relaticle [ Back to blog ](https://relaticle.com/blog) ![HubSpot migration checklist: moving to another CRM](https://relaticle.com/storage/ink/01M38HCG3RJEN1A8NHAGXAE8WW.png)This HubSpot migration checklist covers moving from HubSpot to another CRM. Inventory the work you need to preserve, export records and associations, map the destination, and rehearse the cutover. Keep HubSpot available until the imported records and essential business processes pass verification. We build Relaticle and include its import boundaries below. The checklist also works with another destination. It covers leaving HubSpot, rather than importing data into HubSpot. [](#the-eight-step-hubspot-migration-checklist "Permalink")The eight-step HubSpot migration checklist ----------------------------------------------------------------------------------------------------- Use this list to assign the work before choosing a switch date. 1. Inventory records, customer history, forms, workflows, integrations, and reports. 2. Give every item an owner and a destination: move, rebuild, archive, or retire. 3. Export the required properties and associations, preserving source Record IDs. 4. Map fields, stages, owners, currencies, and relationships to the new CRM. 5. Prepare replacements for processes a record import cannot recreate. 6. Rehearse with difficult records and inspect the saved results. 7. Reconcile counts, amounts, relationships, and outstanding commitments. 8. Capture final changes, approve the cutover, and retain a documented fallback. The migration owner coordinates these steps. The people using the pipeline, forms, and reports approve whether their work survived. [](#1-inventory-what-the-team-needs-on-its-first-morning "Permalink")1. Inventory what the team needs on its first morning -------------------------------------------------------------------------------------------------------------------------- Ask a salesperson to demonstrate a normal account review. They should find the company, buying contact, latest conversation, open deal, and next task. Ask marketing what happens after an enquiry arrives. Ask the manager which report drives the weekly review. Record the systems and rules behind those jobs. A contact export does not preserve everything those demonstrations reveal. | Asset | Destination decision | |---|---| | Companies and contacts | Import active records | | Deals | Import open deals and selected history | | Notes and activities | Import supported context or retain an archive | | Tasks | Move outstanding commitments | | Forms and workflows | Rebuild, replace, or retire | | Attachments and reports | Transfer or retain a named destination | | Asset | Acceptance evidence | |---|---| | Companies and contacts | IDs, owners, and relationships reconcile | | Deals | Stages, currencies, and amounts retain their meaning | | Notes and activities | Recent customer history remains accessible | | Tasks | Assignees, due dates, and record links are correct | | Forms and workflows | A sample enquiry completes the required process | | Attachments and reports | Ordinary team members can open the required information | Add a source location, export method, owner, and status to each row. A decision such as “older closed deals remain in the archive” defines scope. An empty destination does not. If marketing automation or service operations drive your buying decision, evaluate their replacement before choosing the CRM. Our [HubSpot alternatives guide](https://relaticle.com/alternatives/hubspot) helps frame that choice. [](#2-export-associations-deliberately "Permalink")2. Export associations deliberately -------------------------------------------------------------------------------------- HubSpot's [record export documentation](https://knowledge.hubspot.com/import-and-export/export-records) distinguishes current record properties and associations from contact activities. Export settings matter as much as the selected records. Before downloading each record type: 1. Open the intended view and check its filters. 2. Include the properties and associations the migration requires. 3. Include all email addresses or company domains when you need multiple values. 4. Preserve Record IDs and associated IDs for later reconciliation. 5. Record the export time and save the original file unchanged. The option for all properties alone excludes associations. For CSV exports, HubSpot offers an option to include all associated records. Check it when a record has many relationships. Contacts, deals, notes, and meetings need separate inventory decisions. HubSpot documents other export routes for contact activities, including individual contact exports, activity reports, and APIs. These export details were checked on September 22, 2026. Inspect your downloaded files before treating the inventory as complete. [](#3-map-business-meanings-not-similar-column-names "Permalink")3. Map business meanings, not similar column names ------------------------------------------------------------------------------------------------------------------- Create a field map containing the source field, destination field, transformation, and an example to verify. A column called Status could describe a contact lifecycle, a deal stage, or a temporary campaign segment. Identify its meaning before selecting a destination. For example, consider this illustrative stage decision: ``` Source stage: Contract sent Destination stage: Decision pending Reason: Sending the agreement does not establish acceptance. Verification: The deal remains open until the team's acceptance rule is met. Original value retained: Contract sent ``` Your stage names may differ. The mapping should explain why a record belongs in the new category. Resolve owners to actual destination users. Preserve currencies alongside amounts. Keep identifiers and phone numbers as text while preparing spreadsheets. Decide what a blank means before updating existing records. Unknown, unchanged, and intentionally cleared values require different handling. [](#4-preserve-relationships-separately-from-values "Permalink")4. Preserve relationships separately from values ---------------------------------------------------------------------------------------------------------------- A correct company name in a text column does not prove that a contact links to the correct company. Maintain a source-to-destination ID map. Source HubSpot IDs do not become destination CRM IDs automatically. Use a rehearsal account with two contacts and two deals. Record the intended links before importing, then open every relationship afterward. Relaticle opportunities support company and contact links. Additional HubSpot association labels may need a separate representation or an archive. Decide that before importing. Import companies before dependent people and opportunities. Add related tasks and notes after their targets exist. The [record requirements guide](https://relaticle.com/help/import/what-each-record-type-needs) lists Relaticle's mapping options. [](#5-replace-the-processes-csv-cannot-carry "Permalink")5. Replace the processes CSV cannot carry -------------------------------------------------------------------------------------------------- For each essential automation, write down its trigger, decision rule, output, owner, and failure response. A simple lead-routing example might be: ``` Trigger: A prospect submits the website enquiry form. Rule: Existing customer enquiries go to the account owner. Output: A named person receives the enquiry and owns the response. Failure response: The operations owner reviews unassigned enquiries. Acceptance check: Submit one existing-customer enquiry and one new enquiry. ``` This describes required behavior, not a claim that Relaticle implements that automation. A HubSpot workflow or email sequence does not reappear because its contacts imported successfully. Keep the required tool, build and verify a replacement, or retire the process explicitly. Include retained marketing tools and integration work in the cost comparison. A cheaper CRM subscription does not account for those decisions. [](#6-rehearse-the-destinations-import-behavior "Permalink")6. Rehearse the destination's import behavior --------------------------------------------------------------------------------------------------------- Relaticle's CSV wizard imports companies, people, opportunities, tasks, and notes. Files can contain up to 10,000 rows and 10MB. Create required custom fields before mapping. Use the [Relaticle import guide](https://relaticle.com/help/import) with a sample containing missing values, repeated names, multiple emails, and unusual notes. Matching differs by record type. Companies can match by domain. People can match by email or phone. Existing opportunities match by Relaticle ID. Notes imports create new records. Replaying a successful notes batch can create duplicates. Log completed batches and retry only the rows requiring correction. Inspect every rerun’s Create and Update counts. Tests on September 24, 2026 found that deleted records can mask live email or domain matches. If an existing record shows Create, stop. Retry with its verified Relaticle Record ID instead of relying on the email or domain. Inspect saved records after the preview and execution stages. A successful upload establishes less than a correctly mapped customer account. [](#7-reconcile-the-result-before-approving-cutover "Permalink")7. Reconcile the result before approving cutover ---------------------------------------------------------------------------------------------------------------- Counts should explain every source row. They should not hide exceptions inside a success percentage. Consider this fictional rehearsal: ``` Deals in the source export: 120 Deals accepted in the destination: 112 Closed deals intentionally retained in the archive: 5 Active deals with unresolved relationship errors: 3 Reconciliation: 112 + 5 + 3 = 120 Cutover decision: Hold until the three active deals pass verification. ``` The arithmetic balances, but the migration has not passed. The unresolved deals still matter to daily work. Check more than counts: 1. Compare open amounts separately by currency, stage, and owner. 2. Open representative accounts and inspect linked contacts, deals, notes, and tasks. 3. Verify that ordinary users can access retained files and archives. 4. Run essential forms and integrations through their acceptance checks. 5. Ask pilot users to complete their first-morning jobs using the new system. Totals expose missing volume. Record samples expose incorrect relationships and meaning. Use both. [](#8-finish-the-switch-with-a-clear-cutoff "Permalink")8. Finish the switch with a clear cutoff ------------------------------------------------------------------------------------------------ Choose a period when the team can pause source edits or record later changes separately. Announce where new information belongs during the switch. Take final exports, apply the approved mapping, import, and repeat the acceptance checks. Capture changes made after the export cutoff. Record who can stop the migration and which failures require that decision. Keep HubSpot access until the verification and archive plan pass. Check cancellation and access terms directly before changing a subscription. Our [CRM migration overview](https://relaticle.com/blog/migrating-from-hubspot-or-attio-to-a-self-hosted-crm) covers the broader destination setup. Your final approval should name the accepted scope, remaining exceptions, and their owners. That gives the team a usable starting point in the new CRM. 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