HubSpot to Salesforce: Learn to be A Data Migration Expert

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HubSpot to Salesforce: Learn to be A Data Migration Expert
by Anastasiia Dyshkant

HubSpot to Salesforce: Learn to be A Data Migration Expert


Salesforce is one of the most sought after CRMs on the market. Even if you don’t know what it is, you’ve heard the name before. The most common CRM data migration is between Salesforce and HubSpot.


These two titans of industry work for the needs of your business. But sadly, you can’t have both. Or, it’s best you pick one because Salesforce holds all your customer data in one intuitive view. It’s crisp, clean, organized, but most of all, Salesforce is experienced. 


Let me show you what I mean by that.



Salesforce Function Overview




Salesforce is a distributed computing company, also known as a SaaS service, that has instrumental experience in customer relationship management (CRM). Salesforce permits customers to utilize cloud innovation to more readily connect with clients, prospects, and partners. The product has become one of the best for tracking and analyzing customer activity and its market.


So what’s the difference between Salesforce and HubSpot, and which one is better?



Salesforce and HubSpot: Product Comparison


Salesforce and HubSpot have comparative qualities, yet they will, in general, fill various needs. HubSpot CRM goes about as free programming to pay deals and showcasing groups.


Salesforce CRM is the center stage through which many systems, combinations, and highlights connect to the customer. You can likewise look at Salesforce AppExchange, a main endeavor cloud commercial center with HubSpot-Salesforce best practices.


HubSpot CRM is an ideal answer for organizations that need a simple arrangement. HubSpot has numerous focal points, one of which is the most basic to individuals: it’s free!


HubSpot’s capacities are additionally reasonable for every estimated organization. Improve your expert abilities with free online courses from HubSpot Academy.


Salesforce is ideal for all-sized organizations. It redoes its highlights relying upon the client’s organization size and needs. Salesforce offers numerous highlights and causes clients to see how to utilize them all through Salesforce Trailhead Academy.


As per the Salesforce-HubSpot examination on, Capterra, and HubSpot versus Salesforce G2Crowd, HubSpot CRM is assessed 4.4/5., and Salesforce gets an average consumer loyalty score of 4.07/5.


Peruse more about the Salesforce-HubSpot correlation from experienced clients on HubSpot versus Salesforce Reddit or our blog.



How much does Salesforce cost?


Salesforce incorporates paid additional items for fundamental highlights. Adjusting your promoting and deals groups, conceding heads a presentation to detail, or in any event, permitting your reps to work in a solitary inbox can cost extra. You can read about Salesforce Lightning and Classic here.


Salesforce offers the accompanying releases:


  • Essential Plan: $25/month per client
  • Professional Plan: $75/month per client
  • Enterprise Plan: $150/month per client
  • Unlimited Plan: $300/month per client


Get more data and insights concerning Salesforce costs.



Import Data to Salesforce from HubSpot: 7 Preparation Steps


Appropriate planning is vital for the success of any data import. Since Salesforce and HubSpot both are huge deals, careful preparations must be made so that data objects are moved seamlessly.


1. Conduct data cleansing


Data cleansing is one of the most important pre-steps to data migration. Clean up data, delete duplicates, and remove what you no longer need. In doing so, you save time and effort, and won’t have to clean up your data after the fact. As you’re cleansing your data, be sure to have a data backup solution to prevent data loss. Once you’ve removed records that are no longer of use, you’ve eliminated baggage and are ready for a fresh start.


Become more acquainted with the association and the executive rules of Salesforce before setting up any cleaning or cancellation exercises. You ought to recognize the kinds of essential data and guarantee the consistency and legitimacy of the imported data.


Remember that deficient copies can be blended or supplanted so that records stay unique and predictable.



2. Organize internal workflows


Alter or rebuild your team’s workflows for dealing with information. It will help keep records consistent. For instance, the association utilizes deals to guarantee that all leads, contacts, and records are arranged by area.



3. Be familiar with your data


Distinguish the items you need to relocate to Salesforce and decide how your present CRM varies from your future arrangement. Let’s expect that the information covers past things like old meetings or missing call notes.



4. Have a data backup solution


Make a reinforcement plan to dispose of any information being lost. You may utilize Trujay’s Data Backup for maximum security. The backup process depends on an API request and can take from 5 minutes to a few hours, as it depends on how much data you have and your business’s eccentricities.



5. Conduct data mapping


At the point when the particulars of the old structure have been assessed and refreshed, keep on contrasting its records and those accessible on the future framework. Consider every custom field you have created and assess the names of the contacts. Assemble custom information and fields dependent on your present system to fit the CRM you’re moving to and determine the distinctions you’ve found.


Discover how to map objects and their related fields using this guide. Trujay can also jump in and conduct objects and field mapping for you.



6. Sample the migration tool


Trujay offers a free sample migration so you can test out the system before committing all of your data. We take roughly 10% of random data, run it through the system, and email your results on how your data will look in Salesforce. Discover the top 8 reasons why CRM comes up short and to actualize it effectively.



7. Gauge the cost of the project


Visit our online Self-Service estimator to appraise the expense of your Self-Service Migration. The estimate relies upon the number of records you have. You can use our estimator tool to get a quote on an automated data migration or a custom migration.


In any case, the estimate isn’t your real cost of the project. Final expenses are liable to change. The estimator is utilized to get you the most exact conceivable quote.



Options for Importing Data from HubSpot to Salesforce


Trujay offers a variety of services, each dedicated to getting your data where it needs to go. Each service is cost-effective and tailors to all project types. See which one sounds like the best fit for you.



Self-Service Migration


The process of doing a CRM data migration isn’t typically something that is automated, especially if you have lots of [complex] data. And yet, Trujay is one of the few companies that has created a software that does exactly that.


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 Salesforce and HubSpot.


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


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



How to Use Trujay’s Self-Service Migration Tool



Step 1: Visit Trujay’s Self-Service tool and choose your current and target CRMs from the drop-down menus. Make sure you’re logged into both so that we can securely access your data.


hubspot to salesforce


Step 2: Confirm your email address to receive notification about the sample and the results file. Both CRM credentials will then be validated.


confirm your email sample migration


Step 3: Choose the type of mapping mode you want. Advanced mode lets you map objects and related fields in detail, as well as lets you match users. Standard mode will auto-map your data using the most common logic. For Advanced mapping, Click the ‘Customize Mapping’ button.


hubspot to salesforce


Step 4: Choose the objects and users you want to migrate.


map objects


map objects and fields


match users


Step 5: Once you’ve mapped your fields and you find that you want to select specific records, click “Select Records for Sample Migration”.


hubspot to salesforce records selection


Step 6: After you’ve completed the mapping portion, start your free sample. If you choose Standard mode, your migration sample will autogenerate.


start sample migration


Step 7: Kick your feet up.


hubspot to salesforce sample migration process


sample process details


Step 8: When the Sample Migration to Salesforce is complete, you may evaluate the results. If you’re satisfied, start a full migration. The price of the full migration will depend on the number of records you want to migrate.


sample results file hubspot to salesforce



In 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 certain 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 Migration


Same same, but different. If you think the Self-Service tool is right for you, but you’re hesitant to use it on your own, we can have your back. Whether you’d like us to jump in on the mapping section, or do the entire Self-Service migration for you, the Guided Self-Service Migration is here for you.


In a recent discovery, we found that customers are too nervous to use the Self-Service tool but believe it’s right for their use case. We’re here to clear the air and tell you that just because it says “self-service” does not mean you have to do it alone.
  • Don’t need a sweeping change of process with the new features of the CRM
  • Need to save time, money, and headaches
  • Has a source CRM expiration coming quickly
  • Expected a higher budget for the migration but is lower than they wanted
  • Have bandwidth of current workload won’t allow for utmost undivided attention



How the Guided Service works, step-by-step


The Guided Service can be triggered at any time during the Self-Service Migration process. If you kick off the migration on your own but get stuck on mapping, we can jump in and guide you from that exact point. If you’d like us to do the whole thing for you, we’ll take the lead from start to finish. Typically, a user will start the free sample but get confused about the mapping part. Or, they are unclear on how to review their sample results. We’ve created a service that omits all common issues while still satisfying your project needs.

1. Meet with a Trujay CRM Data Expert


Aka, your personal, dedicated account manager. Provide your login credentials for source and target CRMs and connect the systems.


2. Optional Mapping Session


Have a mapping session with your account manager (optional) who finalizes object/field mapping and confirms accuracy.


3. Sample Migration


Your account manager will then run the Sample Migration and review the sample results for you. This is essentially a demo version of the solution; a free trial, if you will. But your account manager is the one doing it for you.


4. Full Migration


Your account manager then runs the Full Migration and reviews the results to confirm the accuracy and perfect placement of objects and their related fields.


5. Precision, Revision, Validation, Confirmation


Your account manager provides the highest level of technical support. As a professional with years of experience, your field/object mapping will be precise and mistake-less.

We want you to use our services in ways YOU see fit and not be bound by barriers. If you want to use the Self-Service tool but you don’t want to do it yourself, our Guided Service will get you where you want to go. Most importantly, the Guided Service helps you know that you’re doing this right. A Trujay CRM data expert will be assigned to help you with every aspect of the migration process. You can ask questions, we’ll help make things easy for you. You can watch us work our magic via screen share after you’ve given us all the information about your needs. 



Custom-Designed Data Migration


Custom projects are necessary for when you have a LOT of data, or your data is very, very complex. Typically our Custom-Designed migrations are the most common, with our Guided Service right behind it.


Custom Migrations are different from those of the Self-Service migrations. Custom projects 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


Import Data to Salesforce from HubSpot Using a Personal Approach


Custom-Designed Migrations use a personal approach and eliminate any possible problems during the CRM migration and ensures 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


What is Trujay’s Migration SaaS License?


The Migration SaaS License offers the ability to use our migration tool in any way you want. You can have access to a certain amount of migration updates, re-migrations, and support staff during a specific period of time, depending on the chosen license plan.



Data Mapping: How to map objects in Salesforce


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


    • 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
    • Check field visibility in CRM UI, meaning see if the field is displayed to the users in the source and/or target CRM
    • Check the field usage in your source CRM
    • Match dropdown fields values
    • 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 Salesforce mapping easier.



What data can I migrate from HubSpot to Salesforce?


Below is a table of what the objects look like in HubSpot and how they’ll look in Salesforce.


HubSpot ObjectsSalesforce Objects
Companies        →Accounts
Attachments   →Attachments
Calls    →Calls (Tasks)
Campaigns    →Campaigns
Comments    →Comments
Contacts    →Contacts
Emails    →Email Messages
Lead    →Leads
Meetings   →Meetings (Events)
Notes    →Notes
Deals    →Opportunities
Products    →Products
Tasks    →Tasks
Users    →Users



HubSpot to Salesforce Data Migration: Trujay’s Route


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


Datasets can be amazingly knotty and complex. In cases where the datasets are small, the use of objects is easy and the custom fields are small. As a result, the migration process can be accelerated. Afterward, you can pursue the migration on your own at the lowest possible cost by using an automated self-service.



How We Get You a Firm Scope


  • NDA

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 of work, we provide you with our MSA (Master Service Agreement). The project begins with an introductory call with your personal account manager, who will be assisting you throughout the whole process.



Data Import to Salesforce from HubSpot: Milestones Overview


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.


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 for After You’ve Imported Data to Salesforce


Give Ongoing Training to New CRM Features and Processes


At the point when new CRM highlights are presented, it is critical to ensure the group is state-of-the-art. Without consistent arranging, the group would not have the option to finish undertakings with new CRM usefulness that could prompt deferrals and disappointments. CRM capacities’ push to improve cycles would have been excess just on the grounds that nobody realizes how to utilize them.



Gauge Your CRM’s Features


Estimate the usage of your foundation 2-3 months after the beginning of the CRM. Is that all that you anticipated? Is it accurate to say that you are happy with your designs? Numerous sellers permit clients to roll out little improvements to the framework in the initial not many long periods of utilization.


It is suggested that the CRM be re-assessed following one year of utilization. There may be some new fields that you’d prefer to include. Or then again there are a few highlights that weren’t required toward the start, yet now it would be something worth being thankful for to have.



Test your new Salesforce Account


Regardless of whether you have experienced the relocation cycle easily and blunder free, you likewise need to lead a post-movement review. Set aside the effort to search for expected issues in your new CRM. Ensure the necessary information was moved and the dashboard is working effectively.



Import to Salesforce from HubSpot: Voilà!


You now have everything you need to import your CRM data from HubSpot to Salesforce. You have four methods of moving data to choose from, each with instructive steps to take. Make sure you check off all the boxes of your pre-and-post migration list and cleanse your data!


For more articles like these, visit our blog. If you’re looking to move to Salesforce, contact us. We’re ready to work with you.