Migration
HubSpot to Zoho CRM migration: a step-by-step checklist
By Harikrishnan, Founder & Chief Zoho Consultant, Flowpeak · 10+ years in Zoho · Published · Last updated
To move from HubSpot to Zoho CRM, export contacts, companies, deals, tickets and engagements with their HubSpot IDs, map them to Zoho modules, import in parent-to-child order, rebuild workflows and sequences in Zoho, then cut over after users check their records. With Flowpeak it starts from USD 750 (₹70,000, £580, €670, AED 2,750) and usually takes three to five weeks.
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HubSpot gets expensive as teams grow into Professional and Enterprise tiers, which is why many businesses move to Zoho CRM. The data moves cleanly if you plan the mapping and keep record IDs. This checklist follows the order we use.
HubSpot objects and their Zoho CRM equivalents
| HubSpot | Zoho CRM | Notes |
|---|---|---|
| Contacts | Leads or Contacts | Decide by lifecycle stage: subscribers and leads often go to Leads, customers to Contacts |
| Companies | Accounts | Domain can be used to match duplicates |
| Deals | Deals | Each HubSpot pipeline and stage mapped to a Zoho pipeline and stage |
| Tickets | Cases, or Zoho Desk tickets | Use Zoho Desk if support runs there |
| Engagements (notes, calls, emails, meetings, tasks) | Notes, Calls, Meetings, Tasks | Linked by HubSpot record IDs |
| Products and line items | Products and quote/deal line items | Import products first |
| Owners | Users | Create users before import so ownership is kept |
| Custom properties | Custom fields | Field types must match (dropdown, date, number) |
| Lists | Custom views or tags | Static lists can become tags |
Step 1: decide what to move
- Active contacts and companies, open deals and the last two or three years of closed deals
- Engagement history for active records; older activity can be archived as files
- Marketing-only contacts: move them to Zoho Campaigns or Marketing Automation, not the CRM, if you do not sell to them directly
- Unsubscribe and consent status, which must move with the contact
Step 2: export from HubSpot
Export each object with its record ID and association IDs (the company ID on a contact, the contact and company IDs on a deal). Without these, the links between records are lost. Export engagements separately; they are not included in a basic contact export.
Step 3: rebuild automation in Zoho
| In HubSpot | Rebuild in Zoho with |
|---|---|
| Workflows | Workflow rules, Blueprint or Zoho Flow |
| Sequences | Zoho CRM Cadences |
| Lead scoring | Zoho CRM scoring rules |
| Forms | Zoho Forms or web-to-lead forms |
| Meetings links | Zoho Bookings |
| Marketing emails | Zoho Campaigns or Marketing Automation |
| Reports and dashboards | Zoho CRM reports or Zoho Analytics |
Step 4: import, test and cut over
- Users and roles, then Accounts, Contacts, Deals, then engagements
- Sample import of 50 to 100 records first
- Ask each salesperson to check ten of their own records
- Update website forms and tracking to point at Zoho
- Freeze HubSpot, run a delta import, switch the team over
- Keep HubSpot read-only until the first month closes
Common mistakes
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Frequently asked questions
How much does a HubSpot to Zoho CRM migration cost?
With Flowpeak, from USD 750 (₹70,000, £580, €670, C$1,030, A$1,130, AED 2,750, SAR 2,800) for a standard data set.
How long does it take?
Usually three to five weeks including testing and training.
Can email and call history be moved?
Yes. Engagements can be migrated and linked to the right records if their IDs are exported.
Will HubSpot workflows move automatically?
No. They are rebuilt with Zoho workflow rules, Blueprint, Cadences or Zoho Flow.
What happens to marketing contacts?
They can go to Zoho Campaigns or Marketing Automation so they do not use CRM licences.
Do we lose consent records?
Not if subscription and consent fields are mapped. We include them in the mapping sheet.
Can HubSpot deal pipelines be kept?
Yes. Each pipeline and stage is mapped to a Zoho pipeline.
Can we keep HubSpot marketing and use Zoho CRM?
Yes, with an integration, though most clients move both to avoid paying for two platforms.
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