Step-by-step guide: Microsoft Dynamics to HubSpot migration guide

Step 1: Preparation and planning

Audit your data: Identify what data you want to migrate (e.g. contacts, companies, deals, activities). Cleanse data: remove duplicates, inactive records, and outdated info.

Define migration scope: Determine essential objects: contacts, companies, deals, tickets, notes, emails, custom fields. Note differences in data structures between Dynamics and HubSpot.

Set roles and responsibilities: Assign a project manager and technical owner. Involve key stakeholders from sales, marketing, and IT.

Step 2: Back up your dynamics
CRM data

Export data from Dynamics using: Advanced Find (for filtered exports). Power Platform Admin Center or Data Export Service. Export in .csv format per object (Contacts.csv, Accounts.csv, etc.). Store backups securely.

Step 3: Map fields between systems

Review standard fields in both systems. Create a field mapping document: Match Dynamics fields to HubSpot fields (e.g., “Account Name” → “Company Name”). Identify any custom fields that need to be recreated in HubSpot.

Step 4: Set up HubSpot CRM

Create custom properties in HubSpot to match Dynamics data. Set up pipelines, deal stages, ticket stages, etc. Configure user roles and permissions.

Step 5: Data migration options

Choose your migration approach:

A. Manual CSV import (for simple migrations):

• Use HubSpot's import tool.

• Import objects in the right order:

  1. Contacts

  2. Companies

  3. Deals

  4. Tickets

  5. Activities (notes, calls, emails – more complex, may need API)

B. Third-party tools:

Consider tools like:

• Trujay

• Data2CRM

• Import2

• HubSpot Migration Services

These automate object linking and handle large volumes or custom objects.

C. Custom API integration (for complex needs):

• Use Dynamics and HubSpot APIs.

• Script a migration using tools like Python, Zapier, or middleware platforms like Workato or Make (Integromat).
  
  

Step 6: Test the migration

Migrate a small sample (10–50 records per object).

Verify: Field accuracy, object relationships (e.g. Contact ↔ Company), activities and notes.  Get stakeholder feedback before full migration.

Step 7: Full migration

Perform migration in a planned downtime window. Import data in batches, maintaining object relationships. Document any issues and resolutions.

Step 8: Post-migration tasks

Review and validate all data: Check pipelines, workflows, and reports. Rebuild automations and workflows in HubSpot. Set up integrations (e.g., email, marketing tools).

Step 9: Team training

Train teams on: HubSpot CRM usage, new workflows or pipelines, reporting and dashboards.

Step 10: Monitor and optimise

Monitor CRM performance and adoption, collect user feedback, refine properties, workflows, and reports as needed.

Bonus tips

Tag imported records (e.g., “Imported from Dynamics”) to track and troubleshoot, use HubSpot's sandbox (if available) for safe testing. Engage HubSpot support or a HubSpot partner for expert guidance.