If your current org resides in HubSpot and you wish to scale it by migrating to Salesforce, there’s a list of prerequisites, protocols, best practices, and technical hurdles you must consider.

In this blog, we’ll discuss everything you need to know before migrating from HubSpot to Salesforce and why you need a specialized migration partner like Providus.

Why Businesses Migrate from HubSpot to Salesforce

HubSpot is a great CRM for small teams just getting started. It’s easy to use, budget-friendly, and covers the basics well. But as your business grows, you may find that HubSpot can’t keep up with your needs.

This doesn’t mean HubSpot is a bad platform. It simply means your company has outgrown what HubSpot was designed to do. Many successful businesses reach this point and start looking at Salesforce as their next step.

Here are the main reasons companies move from HubSpot to Salesforce.

Scalability Limitations in HubSpot

HubSpot handles small customer databases and compact teams without issues. But when your contact list grows from a few thousand to tens of thousands, performance starts to drop. Reports load more slowly. Searches take longer. Everything feels heavier.

Salesforce was built for scale. It manages millions of records while maintaining speed. Growing companies often hit HubSpot’s limits faster than expected, making Salesforce the logical next move.

Need for Advanced Customization

Every business has unique processes. HubSpot allows basic customization, but complex needs hit a wall quickly. Salesforce lets you create custom objects, build multi-step approval workflows, and design data structures that match your exact requirements. The platform adapts to your business instead of forcing your business to adapt.

Reporting and Analytics Gaps

HubSpot covers standard metrics well. But when leadership needs custom reports with multiple filters, groupings, and real-time dashboards, HubSpot falls short. Salesforce offers powerful reporting tools that let you analyze data from any angle, giving your team the visibility needed for smart decisions.

Integration Requirements

HubSpot connects with popular tools like Gmail and Slack. But complex tech stacks need more. Salesforce’s AppExchange offers thousands of pre-built connectors. Plus, strong APIs allow custom integrations with virtually any system, including legacy software your company relies on.

Signs Your Business Is Ready to Migrate from HubSpot to Salesforce

Not sure if it’s time to move from HubSpot to Salesforce? Here are clear signs that your business has outgrown HubSpot and needs a more powerful CRM.

• Your team has hit HubSpot’s user and storage limits: Adding new team members becomes expensive, and your database is running out of space.
• Your business processes need heavy customization: HubSpot’s standard setup can’t support your complex sales cycles or unique workflows.
• You need better reporting: Your leadership wants detailed analytics and custom dashboards that HubSpot can’t provide.
• Your company is expanding globally: Multiple locations and international teams require advanced territory management and multi-currency support.
• Your tech stack keeps growing: You need integrations with specialized software that HubSpot doesn’t support natively.
• Sales cycles have become complex: You require approval workflows, conditional automation, and multi-stage processes that go beyond HubSpot’s capabilities.

HubSpot vs Salesforce: Key Differences That Affect Migration

Differences Between HubSpot and Salesforce

HubSpot and Salesforce serve different types of businesses. HubSpot targets small to mid-sized companies that want a simple, easy-to-learn CRM. Salesforce focuses on mid-market to enterprise organizations that need powerful customization and advanced features.

HubSpot offers a free tier with paid add-ons for extra features. Salesforce uses per-user licensing, which means costs grow as your team expands. HubSpot has a gentler learning curve, while Salesforce requires more training to use effectively.

When it comes to customization, HubSpot provides limited options for custom fields and objects. Salesforce allows you to build almost anything: custom objects, complex workflows, and detailed automation rules. For integrations, HubSpot connects with popular tools, but Salesforce’s AppExchange offers thousands of apps for nearly every business need.

Reporting also differs significantly. HubSpot handles basic to intermediate analytics. Salesforce provides advanced, fully customizable dashboards and reports.

Data Structure Differences

HubSpot and Salesforce organize data differently. This matters because you can’t simply copy data from one system to another without adjustments.

Field types in HubSpot may not have exact matches in Salesforce. A dropdown field in HubSpot might need to become a picklist in Salesforce. Custom fields require careful mapping to ensure data lands in the right place.

Relationships between records also work differently. How HubSpot connects contacts to companies isn’t the same as how Salesforce links contacts to accounts. Understanding these structural differences prevents data from getting lost or misplaced during migration.

Terminology Mapping

HubSpot and Salesforce use different names for similar things. Knowing these equivalents helps you plan your migration accurately.

HubSpot “Companies” become Salesforce “Accounts.” HubSpot “Deals” translates to Salesforce “Opportunities.” HubSpot “Contacts” stay as “Contacts” in Salesforce, but the underlying data structure differs.

One of the most significant architectural shifts involves how you categorize people. HubSpot uses a “Flat” data model, where every person is a Contact, regardless of their qualification level. Salesforce, however, traditionally uses a Lead-to-Object conversion process.

When migrating, you must decide which HubSpot records should land as Leads (prospects not yet qualified for sales) and which should land as Contacts (associated with an Account).

Getting this terminology right from the start prevents confusion and ensures your team maps data correctly.

Top Methods to Migrate from HubSpot to Salesforce

There’s no single right way to move your data from HubSpot to Salesforce. The best method depends on your data volume, complexity, budget, and technical resources. Here are the three main approaches you can choose from:

Manual CSV Export and Import

This is the most basic migration method. You export your HubSpot data as CSV files, clean and format the data in spreadsheets, then import it into Salesforce using Data Import Wizard or Data Loader.

This approach works best for small datasets with simple structures. If you have a few thousand contacts and straightforward deal information, manual migration can get the job done.

The upside is cost. You don’t need to pay for extra tools or hire developers. The downside is time and effort. Manual migration is slow and prone to human error. It also struggles with complex data relationships. Connecting contacts to accounts or linking activities to the right records becomes tricky when you’re working with spreadsheets.

Third-Party Migration Tools

Several dedicated migration applications can connect HubSpot and Salesforce directly. These tools automate much of the extraction, transformation, and loading process.

Third-party tools handle field mapping automatically and manage data relationships better than manual methods. They’re a good fit for medium-sized datasets and organizations without in-house developers.

The trade-off is cost. Most migration tools require licensing fees. They also offer limited flexibility for highly unique data structures or unusual business requirements.

Custom API-Based Migration

For complex migrations, custom scripts using HubSpot and Salesforce APIs provide the most control. Developers write code that extracts data from HubSpot, transforms it to match Salesforce’s structure, and loads it into your new CRM.

This method handles large datasets, complex relationships, and custom logic without breaking. It also preserves connections to third-party systems.

The downside is that you need developer expertise. This approach costs more upfront and takes longer to build. For enterprise-level migrations, working with a certified Salesforce partner is often the smartest choice.

Which HubSpot to Salesforce Migration Method Should You Choose?

Your decision comes down to four factors: data volume, complexity, budget, and timeline.

For small, simple migrations with tight budgets, manual CSV export works. For medium complexity with standard data, third-party tools offer a good balance of automation and cost. For enterprise-level migrations with custom requirements and large datasets, API-based migration provides the control and flexibility you need.

Choose the method that matches your situation, not the one that seems easiest.

The 10-Step HubSpot to Salesforce Migration Process

A successful HubSpot to Salesforce migration doesn’t happen by accident. It requires a clear plan, the right people, and careful execution. Follow these ten steps to move your data safely and get your team running on Salesforce quickly.

Stakeholder Alignment and Goal Setting

Start by bringing the right people into the room. Include sales leaders, marketing managers, IT staff, and CRM end-users. Everyone who touches the CRM should have a voice in the migration planning.

Define what success looks like. What do you want to achieve with Salesforce? Which data is critical to migrate? What can be archived or deleted? Set clear goals, assign responsibilities, and create a realistic timeline.

Data Audit and Analysis

Before moving anything, understand what you have. Create a complete inventory of your HubSpot data, contacts, companies, deals, activities, notes, and custom properties.

Look at how your data is organized. Check the formats and field types. Note any data quality issues like duplicates, incomplete records, or outdated information. Calculate your total data volume. This analysis helps you choose the right migration method and spot problems before they cause trouble.

Data Cleanup

Never migrate dirty data. Cleaning your data before migration saves headaches later.

Remove duplicate records using HubSpot’s built-in tools or third-party software. Delete outdated contacts and irrelevant information. Standardize formats for phone numbers, addresses, and names. Fill in missing critical fields where possible. Validate email addresses and remove invalid entries.

Clean data in HubSpot means clean data in Salesforce.

System Comparison and Field Mapping

This step is critical. Compare every HubSpot field to its Salesforce equivalent. Identify which fields have direct matches and which need custom fields created in Salesforce.

Create a detailed mapping document. For each HubSpot field, note the target Salesforce field, the data type, and any transformation needed. Don’t forget to map relationships. How contacts connect to companies in HubSpot must translate to how contacts link to accounts in Salesforce.

Salesforce Environment Setup

Prepare your Salesforce instance to receive the data. Create custom objects that match your business needs. Build custom fields that correspond to your HubSpot properties.

Configure page layouts so migrated data displays correctly. Set up user roles, profiles, and permissions. Build workflow rules, validation rules, and automation. Your Salesforce environment should be fully ready before any data moves.

Create Data Backup

Always create a complete backup before migration. Export all HubSpot data and store it in a secure location. Document where backups are saved and how to access them.

This protects you if something goes wrong during migration. You can always restore from backup and try again.

Test Migration with Sample Data

Never run a full Salesforce migration without testing it first. Select a set of sample records, around 100 to 500 entries across different object types.

Run your migration process on this sample. Check data accuracy. Verify field mapping. Confirm relationships transferred correctly. Find and fix problems now, not after you’ve moved everything.

Execute Full Migration

Schedule the full migration during off-hours to minimize disruption. Run the migration using your chosen method: manual, third-party tool, or custom API.

Monitor the process closely. Watch for errors or unexpected issues. Keep stakeholders informed of progress. For large datasets, consider migrating in phases by object type or business unit.

Post-Migration Validation

After migration, verify everything transferred correctly. Compare record counts between HubSpot and Salesforce. Spot-check individual records for accuracy.

Test relationships between objects. Run reports to confirm data integrity. Check that workflows and automation function properly with the migrated data. Don’t skip this step—validation catches issues before users discover them.

User Training and Adoption

Migration isn’t complete until your team can use Salesforce effectively. Provide training tailored to different roles. Sales reps need different skills compared to marketing managers.

Create documentation for common tasks. Offer ongoing support during the transition period. Address questions quickly. Monitor adoption rates and fix problems as they appear. A smooth adoption process turns a technical migration into a true business success.

The Ultimate HubSpot to Salesforce Migration Technical Checklist

Before you hit “Import,” ensure your technical team has checked off these high-priority items to prevent data corruption and system downtime.

Salesforce Environment Readiness

1. Create External ID Fields

On the Lead, Contact, Account, and Opportunity objects, create a custom field named HubSpot_ID__c. Mark it as External ID and Unique. This allows for “Upserts” and prevents duplicates.

2. Map the Lead/Contact Split

Document which HubSpot Lifecycle Stages will land as Salesforce Leads vs. Contacts.

3. Disable System Automation

Temporarily deactivate Salesforce Flows, Validation Rules, and Apex Triggers during the bulk import to prevent “Row Lock” errors and unintended automation firing.

4. Enable Multi-Currency

If your HubSpot instance uses multiple currencies, ensure Advanced Currency Management is enabled in Salesforce before importing Deals.

Data Extraction & Cleaning

1. Hard-Delete “Ghost” Records

Remove HubSpot contacts with “Unsubscribed” or “Bounced” statuses (unless needed for legal/suppression lists) to save on Salesforce storage costs.

2. Sanitize Picklists

Ensure every HubSpot “Dropdown” value exists exactly in the corresponding Salesforce “Picklist.” If Salesforce sees a value it doesn’t recognize, the entire record import may fail.

3. Attachment Audit

Identify if you are migrating file attachments (PDFs, images). These require a separate migration path using the ContentVersion object in Salesforce.

The “Dry Run”

1. Sandbox Migration

Always execute the migration in a Salesforce Full or Partial Sandbox first. Never migrate directly into Production as your first attempt.

2. User Mapping

Ensure all HubSpot “Owners” have active user licenses in Salesforce so records can be assigned correctly.

Common HubSpot to Salesforce Migration Mistakes and How to Avoid Them

Even well-planned migrations can fail due to avoidable mistakes. Learning from others’ errors saves you time, money, and frustration. Here are the most common HubSpot to Salesforce migration pitfalls and how to steer clear of them:

Skipping Data Cleanup

Many companies rush to migrate without cleaning their data first. They move thousands of duplicate contacts, outdated records, and incomplete entries straight into Salesforce. This creates a mess from day one.

Messy data doesn’t become clean data just because it lives in a new system. In fact, problems multiply. Duplicates cause confusion. Missing information breaks workflows. Sales reps lose trust in the CRM.

Take the time to clean before you migrate. Remove duplicates, delete outdated records, and standardize formats. Your future self will thank you.

Inadequate Field Mapping

Field mapping seems straightforward until you’re halfway through migration and realize critical data landed in the wrong places. Or worse, disappeared entirely.

HubSpot and Salesforce use different field types and structures. A multi-select field in HubSpot doesn’t automatically translate to Salesforce. Custom properties need custom fields created beforehand.

Create a detailed mapping document before migration begins. Review it with stakeholders. Test it with sample data. Don’t assume fields will match automatically, because they won’t

Ignoring Relationship Data

Records don’t exist in isolation. Contacts belong to companies. Deals connect to contacts. Activities link to deals. These relationships tell the story of your customer interactions.

Many migrations focus on moving records but forget to preserve connections. The result is orphaned data, contacts without accounts, opportunities without associated contacts, and activities floating with no context.

Map relationships explicitly. Test that connections survive the migration. Verify parent-child links after data moves. Relationships matter as much as the records themselves.

No Testing Before Full Migration

Running a full migration without testing is like skydiving without checking your parachute. You might get lucky, but the risk isn’t worth it.

Test migrations reveal mapping errors, data transformation problems, and unexpected issues. They give you a chance to fix problems before they affect your entire database.

Always run a test migration with sample data first. Check results carefully. Fix issues. Test again if needed. Only then should you execute the full migration.

Underestimating Timeline

Migrations almost always take longer than expected. Companies plan for two weeks and end up needing two months. This causes stress, rushed decisions, and mistakes.

Build buffer time into your schedule. Account for unexpected data issues, stakeholder reviews, and multiple testing rounds. A realistic timeline prevents cutting corners that lead to problems.

Neglecting User Training

A perfect technical migration means nothing if your team can’t use Salesforce effectively. Many companies invest heavily in moving data but skimp on training.

Untrained users make mistakes, avoid the system, and revert to old habits. Adoption suffers. The migration fails to deliver the expected value.

Plan training before migration completes. Provide role-specific guidance. Offer ongoing support. Make adoption a priority, not an afterthought.

No Backup Strategy

Things go wrong. Data gets corrupted. Migrations fail midway. Without backups, you have no safety net.

Always create complete backups before starting. Store them securely. Test that you can restore from them. A solid backup strategy turns potential disasters into minor setbacks.

Key Considerations After Migrating from HubSpot to Salesforce

What you do after Salesforce data migration determines whether your CRM investment delivers real value. Here are the key areas to focus on once your migration is complete:

Ongoing Data Validation

Data problems don’t always show up immediately. Some issues surface weeks or months after migration when users try to run specific reports or access certain records.

Schedule regular data quality checks during your first few months on Salesforce. Compare record counts against your original HubSpot data. Spot-check random records for accuracy. Ask users to report any missing or incorrect information they find.

Create a simple process for logging and fixing data issues. The sooner you catch problems, the easier they are to resolve. Regular validation keeps your Salesforce data trustworthy and reliable.

Performance Optimization

Your initial Salesforce setup was based on assumptions about how your team would work. Reality often looks different. Users may find certain page layouts confusing. Some workflows might slow people down instead of helping them.

Gather feedback from your team after a few weeks of use. Identify bottlenecks and pain points. Adjust page layouts to show the most important fields first. Simplify workflows that have unnecessary steps. Fine-tune automation rules based on actual usage patterns.

Small optimizations add up to major productivity gains over time.

Retiring HubSpot

Once Salesforce is running smoothly, you need a plan for HubSpot. Don’t keep both systems active longer than necessary, it creates confusion and duplicate data entry

Set a clear deadline for HubSpot retirement. Archive any historical data you need to keep. Cancel subscriptions to avoid unnecessary costs. Communicate the transition timeline to all users so everyone knows when the old system goes away.

Continuous Improvement

Salesforce is a powerful platform that grows with your business. Treat your CRM as a living system, not a finished project.

Review your Salesforce setup quarterly. Add new features as your needs evolve. Explore AppExchange apps that could boost productivity. Keep training users on new capabilities. Continuous improvement ensures Salesforce keeps delivering value for years to come.

Migrate Your Org From HubSpot to Salesforce with Providus, a Certified Salesforce Partner

Moving from HubSpot to Salesforce is a big step. You need a partner who protects your data and keeps your business running smoothly during the transition.

Providus is a certified Salesforce partner helping mid-market and enterprise companies migrate to the world’s number one CRM. Our team handles every step, from data mapping and cleanup to testing and user training.

We ensure zero data loss and minimal workflow disruption. Your team stays productive while we handle the technical heavy lifting.

Ready to make the switch? Contact Providus today and start your journey to Salesforce with confidence.

Frequently Asked Questions (FAQs)

How long does HubSpot to Salesforce migration take?

Migration timelines vary based on data volume and complexity. Small businesses with simple data structures can complete migration in two to four weeks. Mid-sized companies typically need four to eight weeks. Enterprise migrations with large datasets, custom objects, and complex integrations often take two to four months. 

Factor in time for data cleanup, testing, validation, and user training. Building buffer time into your schedule helps avoid rushed decisions that lead to errors.

Do I need technical skills to migrate from HubSpot to Salesforce?

It depends on your migration method. Manual CSV migrations require basic spreadsheet skills and familiarity with Salesforce Data Loader. Third-party migration tools simplify the process and need minimal technical knowledge. Custom API-based migrations require developer expertise in both HubSpot and Salesforce APIs.

For complex migrations, working with a certified Salesforce partner like Providus eliminates the need for in-house technical skills while ensuring accurate, safe data transfer.

What data can be migrated from HubSpot to Salesforce?

Most HubSpot data transfers to Salesforce successfully. This includes contacts, companies (as accounts), deals (as opportunities), tasks, notes, call logs, emails, and custom properties. You can also migrate engagement history, form submissions, and meeting records.

However, some HubSpot-specific features like email templates, marketing automation workflows, and certain analytics don’t transfer directly. These need to be rebuilt using native tools like Salesforce Flow or Marketing Cloud.

Can I migrate HubSpot workflows to Salesforce?

HubSpot workflows cannot be directly exported and imported into Salesforce. The two platforms use completely different automation architectures. You need to recreate your workflows using tools like Salesforce Flow or Apex triggers. 

Start by documenting all your HubSpot workflows before migration. Map each workflow’s logic to the appropriate Salesforce automation tool. Simple workflows translate easily to Salesforce Flow. Complex automation may require custom development.