Data Migration from Zoho to Hubspot CRM: Comparisons, and a Comprehensive Guide

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Data Migration from Zoho to Hubspot CRM: Comparisons, and a Comprehensive Guide
by Marketing

Data Migration from Zoho CRM to Hubspot CRM: Comparisons, and a Comprehensive Guide


The business world is highly competitive and volatile, making it even more critical for companies to emphasize exceptional customer services.


Today’s organizations not only demand advanced CRMs but an instrument with holistic and less-complicated features.


Why are CRM systems so important?


CRM stands for Customer Relationship Management. While the word is self-explanatory, no one will know how to use it correctly without guidance. 


The last thing you want is manual data entry and management. There’s a higher risk for mistakes to be made, the potential to upset customers, and wastes plenty of uptime.

Every organization spends a lot of time answering emails, but CRM can automate that process. 


So, customer relationship management is crucial because:


  • Building a relationship with current customers means that you don’t have to focus on getting them back like new traffic. 
  • Getting a relationship with consumers increases the probability of making multiple transactions so that the majority of those first-time purchasers are not limited to just that until they expire. 
  • When you make your customers feel welcome even after the purchase, they will start feeling some loyalty to the company.
  • Since the company’s reputation generates before all this even starts, consumers will have something to relate to or look up to as they make several purchases. 
  • When you maintain a transparent relationship that lets customers know they’re respected, customers become friends with you. 
  • With long-term good customer relationship management, consumers feel obligated or delighted to advocate your brand to others, and that’s how your company is going to be profitable and lasting.


Now that everybody knows the importance of customer relationship management.



Zoho HubSpot Comparison

How to migrate from Zoho to HubSpot


Companies of small and middle sizes admire Zoho and Hubspot CRM. Both solutions obtain a simple, user-friendly interface, as well as custom modules and integration possibilities.


Several functionalities are one of the key differences between the systems. 


Zoho has a set of tools to choose from, but it can be too frustrating for the improved workflow. You can get confused about the variety of features, and you can pay for the functionality that you would barely ever use. HubSpot, on the other hand, improves your efficiency with the parts you need.


HubSpot CRM is a perfect solution for businesses that just want an easy setup. HubSpot has many advantages, one of which is the most essential to people: it’s free! 


HubSpot’s functions are also useful for all-sized companies. Improve your professional skills with free online courses from HubSpot Academy


The HubSpot dashboard lets you manage an intuitive view of your emails, texts, calls, or website visits. Tracking the pipeline and working with dashboard tools help monitor progress. 


The solution works smoothly with both Gmail and Google Apps. You can send emails from your app right from any touch. Also, connecting to Google Calendar lets you schedule meetings and set up new ones with only one click of the mouse.


Zoho CRM is a web-based CRM framework that attracts and supports clients. It lets users monitor revenue, automate workflows, and engage customers. Besides, you can use mobile apps to access consumer data in real-time anywhere and anytime. 


Key features include sales automation, lead management, account management, backlog tracking, and sales forecasting. Zoho CRM provides a more detailed collection of tools.


According to the Zoho -HubSpot comparison on, Capterra, and HubSpot vs. Zoho G2Crowd, HubSpot CRM is estimated at 4.3/5., and Zoho gets an average customer satisfaction score of 3.9/5.


Read more about the Zoho-HubSpot comparison from experienced users on HubSpot vs. Zoho Reddit.



HubSpot Pricing


HubSpot offers all the functionality you need at its marked price, and you pay only for extra revenue-generating sales seats. Free seats are accessible to team members who need company exposure, such as monitoring, without day-to-day sales tools’ day-to-customary. 


HubSpot offers a FREE version, and its cost is based on access to its various Hubs:


  • Marketing Hub: $50-$3,200 per month
  • Sales Hub: $50-$1,200 per month
  • Service Hub: $50-$1,200 per month
  • HubSpot CMS: $300 per month


Get more information and details about HubSpot pricing.



Zoho Pricing


Zoho offers a free plan for up to 3 users without time restrictions and the following editions:


  • Standard – $12 per user per month, billed annually.
  • Professional – $20 per user per month, billed annually.
  • Enterprise – $35 per user per month, billed annually.
  • Ultimate Edition – $45 per user per month, billed annually (available only in yearly subscription)


Complex product, especially for beginners. It may not be ideal for those who want to dive right in and start using as soon as day one. Provides reports of sluggish performance with large data files.


Get more information and details about Zoho pricing.


Overall, both Zoho and Hubspot CRM can increase your sales processes’ quality and improve your customer experiences. However, if you prefer a tool powerful enough to help you reach goals without headaches, Hubspot is the right choice. Let’s migrate!




How to Prepare for the CRM data migration from Zoho to Hubspot


Proper planning and organization are essential to any project, and migration of CRM data is no exception. Consider the following instructions on identifying future migration issues for Zoho and identifying suitable activities in advance.


  • Clean up Data


Get to know the organization and management rules of the database before beginning any cleaning or deleting operations. You should differentiate between vital information types and ensure that the data transmitted is consistent and accurate.

Don’t forget that incomplete duplicates can be merged or replaced so that records remain original and consistent.


  • Analyze your data


Exploring how the data is organized and which parts need some extra attention is strongly recommended. Then determine what objects should be transferred to or left on a new framework. For example, if your database contains historical information like outdated appointments, completed phone calls, and meetings, you might not want it for other business processes.


  • Test Your Future Platform


 You can check out the platform and see the program in action, as HubSpot is free. At this stage, you will be acquainted with all the capabilities of integrating and automating. 


  • Create a Backup Plan


Create a backup plan to eliminate any data loss. You may use Trujay’s Data Backup to make your data secure. You can create a sample data backup to see how the service works. The backup process is based on an API request and can take from 5 minutes to several hours, as it depends on your data set and your system’s peculiarities. 


  • Map Out the Data


Once the old process details have been reviewed and revised, evaluate the documents with those required for the future scheme. Consider each custom area that you have created and decided the names of the individuals. Create custom data and fields based on the current structure to suit the CRM you are migrating to address the gaps you’ve noticed.



  • Test the Zoho to HubSpot Migration Service


Benefit from a free trial. The sample refers to the CRM system and the data migration service. Make sure you see that everything flows in the way you expected to do with Trujay’s Self-Service Tool. You should choose a large enough sample data collection to detect possible errors. Find out the top 8 reasons why CRM fails and to implement it successfully.  


  • Estimate the Migration Price


Visit our online Self Service estimator to estimate the cost of your Self Service Migration. The estimate depends on how many records you have. You can do it to get an estimate on an automated migration or for custom migration. 


However, the estimate is not your final migration cost. Final costs are subject to change. The estimator is used to get you the most accurate possible quote.


  • Announce to your employees

Ensure your staff is ready to meet a change by providing the required information or tutorials about using the new solution.




3 Different Ways to Perform Data Migration from Zoho to HubSpot


Let’s take a look at four main options to import your CRM data from Zoho to HubSpot. 



  • Self-Service Migration

Trujay’s Self-Service tool is an automated migration that migrates customer data for you, so you don’t have to lift a finger. We bridge the gap between almost all CRM data migrations, including Zoho and HubSpot.


Perform the data migration process on your own with Trujay’s Self-Service Wizard. The main features of this option are:


  • Free Sample Migration
  • Cost-conscious migration
  • Quick turnaround 
  • Objects and users matching
  • Automated migration process


To perform the Zoho to HubSpot migration, go through the following steps:


  1. Visit Trujay’s Self-Service Wizard


  • Select the needed CRM platform type from the drop-down menu
  • Provide your Zoho email and password
  • Click the “Accept” button to allow access to your Zoho account. 

zoho to hubspot migration


2. Confirm your email address to receive notification about the sample and the results file.


confirm your email sample migration


3. Specify your destination CRM – HubSpot and click the “Test connection” button.


map objects

4. Choose objects you want to migrate from Zoho to HubSpot, perform user matching, and field mapping independently. All you have to do here is click the ‘Customize Mapping’ button. If everything looks right, click ‘Free Sample Migration.’


match users

5. If you don’t want to modify anything in the field mapping, click the “Start Sample” button to launch the sample migration right away.

Note. For new users, the data fields are automatically assigned using the most common logic.


6. When the Sample Migration to HubSpot is complete, you may evaluate the results. If you’re satisfied, start a full migration. The price of the entire migration will depend on the number of records you want to migrate.


map objects and fieldsIn case something goes wrong and you want to set up mapping on your own or change migration options, click the “Change Fields Mapping” button. Choose data fields to migrate and check individual boxes to migrate your records.


You can re-run your free sample migration and change field mapping as many times as you need at no cost.


Read more about Wizard Migration troubleshooting in our FAQ section.



  • Guided Self-Service


In case you’ve reviewed our self-service tool, but you don’t want to use the self-service tool on your own, we have your back. 


Our Guided Migration Service allows you to pay for 5 hours of technical support only. You’ll have a dedicated, personal account manager discuss your options, guide you through the mapping process, and do the entire Self-Service Migration for you. For more details on our Guided Service, visit our Guided Self-Service Migration and get in touch with our experts at Characteristics:


  • Cost-conscious 
  • 5 hours of expert support
  • Less time-consuming
  • Personal account manager
  • Automated migration process



  • Custom Migration


Trujay’s Custom Migration Service is a more personal and less DIY-type of approach. Our account managers will guide you through the entire process. 


Custom Migrations provide you with a personal account manager, migration setup, customization of migration, migration assistance, and the following features:


  • Higher cost 
  • Almost no limitations 
  • Very low involvement
  • Personal approach
  • Little to no time consumed
  • Pre/Post-migration validity
  • Automated migration process


You can find the difference between Self-Service Migration and Custom Migration here and more useful information in our blog.  


Custom migration offers the following packages.



What does a ‘personal approach’ mean in terms of Zoho to HubSpot migration?


The personal approach aims to eliminate any possible problems during the CRM migration and ensure to assist you through the transition process. You can:


  • Schedule a call and clarify all necessary information about the CRM migration 


  • Get an overview of the main steps of your data import.


  • Get an investigation and analysis of your data migration requirements with the help of our tech team.


  • Evaluate your CRM migration details and let us launch the Full migration to the desired CRM




How to Proceed with Zoho – HubSpot Mapping?


You can do the mapping with the help of Trujay. Below, look through the mapping process.


You can perform object selection, users matching, fields mapping with the following options:


  • Find out the types of fields in your source and target CRMs that correspond.
  • Check if the field is native or custom by hovering over the ‘i’ icon (also available in Simple Mode)
  • Check field visibility in CRM UI, meaning see if the field is displayed to the users in the source and target CRM.
  • Check the field usage in your source CRM.
  • Match dropdown fields values (you can do this with Simple Mode as well)
  • Perform advanced mapping for complex fields (similar fields of the same type, like work phone, home phone, mobile phone, etc.)


Read more about how to map objects and their related fields to make the Zoho HubSpot mapping easier.




What data can I migrate from Zoho to HubSpot?


Objects and field mapping may vary according to your demands and business needs. Other objects can be migrated in terms of custom migration.


Zoho ObjectsHubSpot Objects
Accounts        → Companies
Attachments   → Attachments
Calls    → Calls
Campaigns    → Campaigns
Contacts    → Contacts
Leads    → Lead
Notes    → Notes
Potentials   → Deals
Products    → Products
Tasks    → Tasks
Users    → Users



HubSpot-Zoho Integration


IntegrateHQ links every data or device directly to HubSpot, including Zoho CRM. As the first specific HubSpot middleware, we have a transparent background and a deep understanding of our HubSpot integration ventures. 


We designed IntegrateHQ to suit any kind of customer. If you have no expertise or a good understanding, our middleware adapts to any degree of technological skill. 


Our integration history is stealthy, as we worked with Dell Boomi, Workato, and Bedrock Info.


There are other options for Integrating Zoho and HubSpot.


While several users will prefer to move entirely from Zoho to HubSpot, some will use both platforms. Both networks can be combined to synchronize contacts and lead between HubSpot and Zoho Campaigns for successful email marketing.


If you want to keep all your contacts and campaigns updated across both platforms, you can configure your sync settings. You can push campaigns to HubSpot and update your contacts and campaign member status to execute better. 


Configure your sync settings to keep all of your campaigns and contacts updated across both applications:


  1. At the Navigation toolbar, select Contacts, then choose Sync Services.
  2. Click HubSpot and Active Syncs.
  3. View all syncs here.
  4. Add new sync by selecting Add New Sync in the top-right corner.
  5. View any syncs details and edit configuration or delete it if you choose.
  6. Select Settings to edit sync configuration.
  7. You can view sync configuration on the Settings page. 
  8. Select Edit to change the configuration.


Skyvia offers as well as different options for Zoho HubSpot integration. Read more here.


Zoho to HubSpot Migration: Trujay’s Route


Some people consider data migration a fast switch of the database from one platform to the new one. Unfortunately, it doesn’t work that way.


Suppose you’re ready to migrate your data from Zoho to HubSpot. In that case, this process is extremely challenging to do manually, requires coding knowledge, and there’s a risk of losing or damaging data. 


However, there is a Trujay service to complete the migration process. 




How We Get You a Firm Scope




By signing a non-disclosure agreement, you’re ensured that your data will be secure and will not be shared. We delete your data from our servers when our transaction is complete. 


Secure access


We send you an encrypted link, and we access your dataset through APIs. We can also request a full data backup or request your target credentials to upload on to our server.


Efforts determined


Once we have access, our tech engineers start to determine efforts by analyzing scope and complexity.


Proposal Confirmation


When you have confirmed the proposal and scope, we provide you with our MSA (Master Service Agreement). The project begins with an introductory call with your account manager, who will assist you throughout the process.



Milestones of Zoho to HubSpot Import Process



  • A kickoff call. You and your account manager will have a 30-minute video call and use screen-sharing to take a look at the entire project. 


  • Mapping session. Our tech engineers will cache your data, build your mapping interface, and delete or even merge fields.


  • Checking data. Here, we take a subset of data from your database and move it into the desired solution. This involves the mapping logic and any other custom requests. We want to make sure we have it right before moving data in bulk.


  • Pushing data. If everything is right, we’ll begin the full migration. On average, this process takes 1-5 days. 


  • Quality check. Our QA team checks whether all the data landed accurately. They check for errors against the mapping as well as the associations between all objects.


  • Delta migration. Your company can continue to work in the current CRM during the migration. When you and your team are ready to stop using the source solution, we comply with the delta migration.



Tips after the Zoho to HubSpot Migration


Once the migration is complete, you’ll want to go over a few things to optimize HubSpot implementation:


  • Check to make sure the items are moved to the right fields.
  • Check that the relations between records are intact.
  • Provide the required training to your team.
  • Set up proper filters for reporting tools.
  • Create personalized workflow rules for your team.


Although it is possible to transfer data from Zoho to HubSpot CRM on your own, it is not recommended due to the possibility of data loss or injury. It’s better to use a tool like Trujay to make sure your data is safe.



How to touch company with a new CRM 


While all the tough challenges lie behind, it is necessary to take a few more precautions to ensure that the latest strategy works appropriately. Second, if all the data exchanged is right in the appropriate format, you should sculpt at least one hour to find out. Then you can modify the filters for monitoring software, set up workflow procedures, and start other small modifications and changes.


The acceptance of staff is the most complicated part of the implementation process, and it may take several months for personnel to start using the software to their full capacity. Find the following recommendations for simplifying the learning curve:


  • Send examples of the problems with the previous method. Show, for instance, how the old software caused knowledge gaps and revenue declines.
  • Try not to give straight away too much preparation. It is safer to provide small quantities of information so that your employees are not overwhelmed.
  • Equip users with online tutorials. For example, you can create a Youtube channel to engage your employees.
  • Make it fun! Create bonuses and give different awards for the employees who accomplish specific achievements.






Congratulations! This is what the Zoho to Hubspot migration looks like. Don’t hesitate and perform Zoho to HubSpot import smoothly and securely using Trujay’s migration service. 


So, here’s your Zoho to HubSpot Migration checklist:


Pre-Migration Tips:

  • Clean up Data
  • Get Organized
  • Know Your Data
  • Create a Backup Plan
  • Map Out Your Data
  • Test the Migration Service
  • Estimate the Migration Price


Import Process:


  • Choose Zoho as existing and HubSpot as a future CRM platform.
  • Enter all required credentials
  • Modify the objects you want to migrate
  • Start Free Sample Migration
  • Evaluate results and launch the Full Migration


Post-Migration Tips:


  • Check to make sure the items are moved to the right fields.
  • Check that the relations between records are intact.
  • Provide the required training to your team
  • Set up proper filters for reporting tools
  • Create personalized workflow rules for your team


If you want to learn more about the process of data migration to HubSpot CRM, contact our expert for useful insights.