HubSpot Migration Services: Key Considerations and Top Options

• Data Mapping: Data mapping ensures your existing data transfers correctly into HubSpot's architecture. This includes contact records, company information, deals, and custom objects with proper field alignment and relationship preservation.
• Content Migration: Content migration transfers your website pages, blog posts, forms, and media assets. To maintain search rankings, you’ll need careful URL mapping, redirect setup, and preservation of SEO elements.
• Workflow Setup: Workflow setup recreates your business processes in HubSpot's automation engine. This includes lead nurturing sequences, internal notifications, data management processes, and integration touchpoints with other systems.

Related Read: 6 HubSpot Workflows You Can’t Afford Not To Use

After the initial setup, you’ll need to engage in some testing and quality assurance processes to ensure everything has been processed successfully. You’ll want to focus on:

• Page functionality across devices
• Form submissions and data capture
• Workflow triggers and actions
• Integration performance
• URL redirects and SEO elements

When you get all of these processes dialed in, your HubSpot transition will be smooth and simple… but we know that’s easier said than done. Bearing this in mind, let’s dive into our list of critical considerations for migrating your site to HubSpot. Then, we’ll explore our list of top options for HubSpot migration services agencies. 

Consideration #1: Avoid Data Duplication

Data duplication is one of the key challenges you might face during a HubSpot migration, especially if you combine multiple data sources into one or come from a solution where your organization wasn’t using consistent data management practices.

Duplicate records can skew reporting metrics, trigger incorrect automation workflows, and create confusion in customer communications. During a migration, businesses will often discover multiple versions of contact records, companies, and deals accumulated over years of operation.

A successful migration requires thorough data cleansing before the transfer begins. This involves identifying and merging duplicate records, standardizing field formats, and establishing clear criteria for what constitutes a duplicate. HubSpot's native deduplication tools use sophisticated matching algorithms to identify potential duplicates based on email addresses, company names, and other key identifiers.

Once you’re up and running on HubSpot, you’ll want to set up strict data entry protocols to keep new duplicates from popping up. You’ll want to explore:

• Validation rules
• Required fields
• Standardized formats for phone numbers, addresses, and other common data points

Regular audits and automated cleanup processes can help you better maintain ongoing data hygiene.

Related Read: Use HubSpot's Marketing Automation to Maximize Team Productivity

Consideration #2: Ensure Accurate Data Mapping

Data mapping is one of the biggest challenges organizations face when transitioning between systems with different core data structures. Fields that seem similar on the surface may contain fundamentally different information or use varying formats. For example, a "company size" field might use ranges in one system but exact numbers in another, requiring you to set up different, specific rules during migration.

The answer here is… don’t go it alone. Trying to navigate this process internally will cost you tons of time and resources. Instead, bring in a professional migration services specialist or team. They understand how to preserve data relationships, maintain field dependencies, and ensure proper data type conversion. This expertise becomes particularly valuable when dealing with custom fields, multi-select options, and hierarchical data structures.

Success requires detailed planning and documentation of mapping rules. Each field must clearly define its source, destination, and any necessary transformation logic. Testing with sample data sets helps identify potential issues before the full migration, preventing data loss or corruption.

Related Read: HubSpot Reporting for B2B: How to View Data You Can Action

Consideration #3: Plan and Set Up Integrations Carefully

HubSpot does an awful lot… but chances are, you’re still going to be using other tools alongside it. Maybe you have an accounting system or an external customer support platform. In this case, you need to plan and set up your integrations carefully during your migration process. 

Integration management during migration demands careful attention to existing data flows and dependencies. Each integration point must be evaluated for compatibility with HubSpot and potential reconfiguration needs.

Testing integrations involves verifying data accuracy and timing. Bidirectional syncs need particular attention to prevent data loops or conflicts. Working with experienced HubSpot partners ensures the proper setup of authentication, error handling, and retry logic for each integration point.

Post-migration monitoring of integration performance helps identify any issues quickly. Regular audits of data flow patterns and error logs ensure sustained functionality. The right partner can help establish monitoring protocols and provide ongoing support for integration maintenance if needed.

Consideration #4: Train Your Users

The most advanced platform in the world is only as valuable as its user base. Without the right user training, you’re going to struggle with platform adoption during and after data migration. That’s why you need to be prepared to train and onboard your users onto the new solution after implementation. 

Users need to understand basic functionality and how HubSpot's features apply to their specific roles and workflows. Training should focus on practical applications rather than theoretical knowledge, using real scenarios from your business.

Related Read: 6 HubSpot Certification Courses To Attract More Leads

Custom training programs should address the needs of different user groups. Sales teams need focused training on deal management and prospect tracking, while marketing teams require deeper knowledge of campaign tools and analytics. Support staff need expertise in ticket management and customer communication features.

Ongoing support helps you make sure your team keeps using the platform to its maximum potential. Regular check-ins, refresher sessions, and access to HubSpot's extensive learning resources help users continue developing their skills. Documentation of company-specific processes and best practices is critical, both to train new users and to refresh current users on processes they may forget. 

Option #1: Lean Labs

Lean Labs offers top-notch HubSpot migration, implementation, and onboarding services and support. We specialize in B2B SaaS companies, tech startups, and growth-stage organizations looking to scale. 

Our approach to migrations goes beyond simple data transfer. We incorporate comprehensive planning, detailed data mapping, and strategic post-launch optimization to help you avoid losing ground in SEO at the point of your new site launch.

Our migration services start with a consultation and thorough pre-migration audits that establish clear success metrics. This systematic approach ensures that every aspect of the migration is documented and measured, from initial planning through final implementation and beyond. 

Lean Labs’s growth-driven design methodology sets us apart because we don’t just migrate your data — we take steps to ensure your new HubSpot environment aligns with your long-term goals. Rather than treating migration as a one-time technical exercise, Lean Labs approaches it as an opportunity for strategic improvement and optimization. This approach is especially valuable for tech companies that need to maintain momentum while upgrading their infrastructure.

Option #2: New Breed

New Breed offers HubSpot migration solutions for SaaS companies, technology firms, and B2B services businesses. Their full-service approach encompasses every aspect of the transition, from CRM data transfer and website migration to complex integration setups.

This agency is unique for its distinct focus on revenue operations alignment. New Breed uses the transition as an opportunity to optimize and streamline sales and marketing processes. This approach helps organizations move their data and transform their operations to drive better results.

New Breed also provides training and documentation throughout the migration and implementation process. Their team develops customized training programs and detailed documentation that help teams quickly adapt to their new HubSpot environment. 

Related Read: Ask These 6 Questions Before Hiring a HubSpot Onboarding Agency (+ How To Find a HubSpot Partner)

Option #3: RevPartners

RevPartners offers solutions for complex HubSpot migrations, including scenarios involving multiple data sources and sophisticated custom integrations. Their expertise has made them a top choice for B2B companies, professional services firms, and enterprise organizations.

The agency's unique structure, featuring dedicated technical and strategic teams working in parallel, enables them to simultaneously address both immediate implementation challenges and long-term optimization goals. This dual-team approach ensures that migrations succeed technically and align with broader business objectives and future scalability needs.

RevPartners also offers continued support and partnership post-migration to help their clients maximize their return on investment in the HubSpot platform.

Get The Most From Your HubSpot Migration Services

A successful HubSpot migration requires careful planning, thorough data preparation, and expert execution. The process can be complex when you try to go it alone, but if you choose the right partner, you can have a smooth migration and HubSpot implementation that gets you up and running faster, easier, and more effectively.

Lean Labs specializes in helping B2B tech and SaaS companies execute seamless HubSpot migrations. Our experience with startup and scaleup environments ensures your migration builds a foundation for growth. As HubSpot Diamond Partners, we understand how to maximize platform value while minimizing disruption to your operations.

Ready to start your HubSpot journey? Schedule a consultation to receive your custom migration roadmap and ensure your transition delivers immediate ROI.