What is CRM migration?
A CRM migration is the process of moving customer data, contacts, businesses, deals and other important data from your current CRM system to a new CRM platform. More and more organizations are choosing to migrate to HubSpot CRM because of its usability, powerful features and seamless integrations.
In this article, we explain why migrating to HubSpot is interesting, the steps you go through when migrating to CRM, and how to do it successfully. That way, you'll be ready for a smooth transition without data loss or interruptions.
Why migrate CRM to HubSpot?
HubSpot CRM is one of the fastest-growing CRM platforms worldwide. There are good reasons for this:
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User-friendly and intuitive: HubSpot has a clear interface that is quick to learn, which encourages adoption within your organization.
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Strong integrations: The CRM easily integrates with tools for marketing, sales and service.
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Scalability: HubSpot grows with your organization, from start-ups to large companies.
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Data-driven insights: Smart dashboards and reports help you get a handle on your customer data and sales processes.
Many organizations migrate because they get stuck in outdated CRM systems or just need better automation and customer insights.
What does a CRM migration entail?
A CRM migration means more than just transferring data. You map multiple types of information and make sure it works seamlessly in the new system.
What data do you migrate?
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Contacts and companies
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Deals and sales opportunities
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Tickets and customer service data
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Custom properties (custom fields)
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Activities and communication history
Typical challenges
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Data inconsistency and duplicates
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Different data models between systems
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Data completeness and reliability
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Impact on ongoing sales and marketing processes
A structured approach prevents problems and gets you up and running right from day one.
HubSpot's CRM migration process explained
HubSpot has a clear migration process that helps you proceed in a structured way:
1. Preparation and analysis.
You start with a thorough inventory of your current CRM data and processes. What data is relevant? What needs to be cleaned up or modified?
2. Data mapping and cleaning
Next, you create a clear mapping: which fields in your old system correspond to fields in HubSpot? This is crucial for importing data correctly. Also, you remove duplicate or outdated data.
3. Import and validation.
Using HubSpot's import tools (or external tools), you load in your data. Then you check that everything came across correctly: are contacts complete? Are deals and statuses correct?
4. Testing and optimising
Before going fully live, test your workflows, reports and integrations. This way you avoid surprises in daily use.
5. Going live and aftercare
After going live, you monitor usage, resolve any issues, and train users where necessary.
How do you prepare for a successful CRM migration?
Good preparation is essential for a smooth migration. Pay attention to the following points:
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Data audit and cleanup: Make sure your old data is current, complete and error-free. Remove duplicates and duplicate records.
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Identify essential data: Not everything needs to go with you immediately; focus on data that impacts sales, marketing and service.
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Involve stakeholders: Make sure all teams involved (sales, marketing, IT) give input and are aware of the process.
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Backup: Create a secure backup of all data in case something goes wrong.
Best practices for CRM migration to HubSpot
To make your migration go smoothly, these tips will help:
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Use the right tools: HubSpot has its own import capabilities, but for complex migrations, tools such as Data2CRM or Import2 are useful.
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Automate where possible: Consider workflows, but maintain control over data quality.
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Document the process: Keep track of all steps and choices so you can easily retrieve what you did later.
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Train your users: Provide plenty of support and explanations so everyone uses HubSpot to its fullest potential.
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Choose the right migration strategy: Depending on your situation, choose a phased migration or a "big bang" go live.
From which CRM systems can you migrate to HubSpot?
HubSpot supports migrations from virtually any CRM system. Whether you're working with a popular platform or a custom system, a switch is possible in most cases. Below is a list of common CRMs from which companies have successfully migrated to HubSpot:
1. Salesforce
Salesforce is one of the most common systems from which organizations migrate. Although Salesforce offers extensive capabilities, it is often complex to use. Companies choose HubSpot because of its simplicity, lower cost and all-in-one approach.
Tip: HubSpot offers native integration with Salesforce. Ideal if you want to transition in phases or need a temporary link.
2. Microsoft Dynamics 365
Many B2B organizations are switching from Dynamics to HubSpot because of its usability, better marketing automation and easier management. The data mapping requires some attention, but the migration is well manageable.
3. Zoho CRM
Zoho users often choose HubSpot if they want to scale up or deploy more data-driven marketing and sales. Thanks to export capabilities in Zoho, migration is relatively easy.
4. Pipedrive
Pipedrive is popular with small teams, but falls short when growing. HubSpot is then the logical next step, especially because of its more comprehensive marketing tools and reporting.
5. Insightly, Nimble, Copper (for Google Workspace).
These CRMs are especially suitable for smaller organizations. As they grow, the need arises for a more robust and widely deployable platform. HubSpot then offers more capabilities without sacrificing ease of use.
6. Excel files or custom databases
Some companies do not (yet) use an official CRM and manage customer data in Excel, Google Sheets or proprietary systems. You can migrate to HubSpot from these sources as well. Using HubSpot's import tools or custom migrations is easy to organize.
Frequently asked questions about CRM migration
1. How long does a CRM migration take on average?
That depends on the complexity and amount of data, but count on several weeks to several months.
2. What if not all data is migrated?
Not all data needs to be migrated; focus on relevant and usable data. For other data you can keep archives.
3. Can you migrate multiple CRM systems simultaneously?
Yes, you can, but it requires careful planning and additional data mapping.
4. What does a CRM migration cost?
Costs vary widely and depend on data volume, complexity and whether you hire outside help.
Conclusion
A CRM migration to HubSpot is a smart investment in the future of your sales and marketing processes. By preparing your data properly, using HubSpot's migration process and following best practices, you'll make the transition as smooth as possible.
Want to know how we can guide your CRM migration? Contact our HubSpot experts and start your digital transformation today!
