---
title: "Step-by-step guide: Zoho to HubSpot migration guide"
description: Step-by-step guide for migrating from Zoho to HubSpot, ensuring a seamless transition and harnessing HubSpot's full capabilities.
---

[Inbound Marketing Blog | Growth-Driven Design | Digital Growth | Websites ](https://pixel-lab.uk/blog)

# [Step-by-step guide: Zoho to HubSpot migration guide](https://pixel-lab.uk/blog/step-by-step-guide-zoho-to-hubspot-migration-guide)

 Written by [Pixel Lab](https://pixel-lab.uk/blog/author/p1xe7l4b17) | August 13, 2025

Migrating from Zoho to HubSpot can be a complex but rewarding process. This guide breaks down each step to ensure a seamless transition, helping your business harness the full power of HubSpot's capabilities.

## Step 1: Plan your migration

**Define the migration scope**: What data do you need to migrate? (Leads, Contacts, Accounts, Deals, Notes, Tasks, Custom Modules). Will you rebuild workflows, automations, or reports in HubSpot?

**Audit your Zoho CRM**: Identify and clean: duplicate records, obsolete or inactive leads/deals, incomplete or irrelevant fields

**Map modules and fields**: document how Zoho CRM modules (e.g., “Leads”, “Potentials”) will map to HubSpot objects (e.g., “Contacts”, “Deals”).

Identify and plan for **custom fields** and **custom modules**.

## Step 2: Backup and export data from Zoho

Use **Zoho CRM's export tool**: navigate to each module (Leads, Contacts, etc.) and export as **CSV. **Export modules: leads, contacts, accounts, potentials (deals), activities (tasks, events, calls), notes, custom modules

Export field metadata if possible to help with mapping.

## Step 3: Set up HubSpot for migration

**Create custom properties**: go to Settings → Properties → Create custom properties for Contacts, Companies, Deals, etc.

**Set up Pipelines**: configure your **Deal** and **Ticket** pipelines in HubSpot.

Align deal stages and ticket statuses with what you had in Zoho.

**Create users and permissions**: set up your team with appropriate roles in HubSpot.

## Step 4: Clean and format your exported CSVs

Standardise: date formats (e.g., `YYYY-MM-DD`), name fields (e.g., first name / last name split). Ensure consistent email and phone formatting. Maintain record relationships using: email for contact linking, company domain or name for account/company linking, custom ID fields to help associate records (Deals ↔ Contacts, Notes ↔ Deals, etc.)

## Step 5: Import data into HubSpot

#### Option A: **Manual CSV import**

Use **HubSpot’s native import tool**: go to Contacts/Companies/Deals → Import → Start an import. Use “multiple files with associations” if needed.

Import in this order: contacts, companies, deals, notes & activities (calls, emails, tasks). Map fields manually during the import process.

#### Option B: **Third-party tools**

For complex migrations with large data or custom modules, consider tools like: Trujay, Import2, Data2CRM, HubSpot Partner Migration Services.

These handle: custom module mapping, activity associations, automation and relationship rebuilding.

#### Option C: **Custom API migration** (Advanced)

Use the **Zoho CRM API** to extract data and the **HubSpot API** to import it. Ideal for: very large datasets, recurring syncs, deep custom module and activity associations

## Step 6: Validate your data

Spot-check records: are contacts properly linked to companies? Do deals have correct stages and amounts? Are notes, calls, and tasks associated correctly?

Create **custom views and reports** to verify totals and key properties.

## Step 7: Rebuild automation and workflows

Recreate: Lead assignment rules, email sequences, lifecycle stage transitions, workflows for deal creation, follow-up tasks, and notifications

Use **HubSpot workflows** (Professional and Enterprise tiers).

## Step 8: Train your team

Train users on: Navigating HubSpot CRM, managing deals and contacts, using the new pipelines, automation, and reports, provide updated documentation or cheat sheets if needed.

## Step 9: Monitor & optimise

Monitor: CRM adoption, reporting accuracy, workflow performance. Gather feedback and make necessary tweaks to: custom properties, automations, reports and dashboards.

## Pro tips

Use a “Source CRM” tag on imported records for traceability. Keep your Zoho CRM in read-only mode for at least 30–60 days. Schedule migration during off-hours or weekends to reduce disruption.

If using HubSpot Enterprise, leverage a **sandbox environment** for testing.

[View full post](https://pixel-lab.uk/blog/step-by-step-guide-zoho-to-hubspot-migration-guide)

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