hubspot-migration-deep-dive

HubSpot Migration Deep Dive

Overview

Comprehensive guide for migrating CRM data into HubSpot, including data mapping, batch imports via API, validation, and rollback procedures.

Prerequisites

• Source CRM data exported (CSV or API access)
• HubSpot account with required scopes
• Custom properties created in HubSpot for non-default fields

Instructions

Step 1: Data Inventory and Mapping

// Map source CRM fields to HubSpot properties
interface FieldMapping {
  sourceField: string;
  hubspotProperty: string;
  transform?: (value: string) => string;
  required: boolean;
}

const contactFieldMap: FieldMapping[] = [
  { sourceField: 'Email', hubspotProperty: 'email', required: true },
  { sourceField: 'First Name', hubspotProperty: 'firstname', required: false },
  { sourceField: 'Last Name', hubspotProperty: 'lastname', required: false },
  { sourceField: 'Phone', hubspotProperty: 'phone', required: false },
  { sourceField: 'Company', hubspotProperty: 'company', required: false },
  {
    sourceField: 'Lead Status',
    hubspotProperty: 'lifecyclestage',
    transform: (val) => {
      // Map source values to HubSpot lifecycle stages
      const map: Record<string, string> = {
        'New': 'lead',
        'Qualified': 'marketingqualifiedlead',
        'Won': 'customer',
      };
      return map[val] || 'lead';
    },
    required: false,
  },
];

function mapRecord(
  source: Record<string, string>,
  fieldMap: FieldMapping[]
): Record<string, string> {
  const mapped: Record<string, string> = {};
  for (const field of fieldMap) {
    const value = source[field.sourceField];
    if (value !== undefined && value !== '') {
      mapped[field.hubspotProperty] = field.transform ? field.transform(value) : value;
    } else if (field.required) {
      throw new Error(`Missing required field: ${field.sourceField}`);
    }
  }
  return mapped;
}

Step 2: Create Custom Properties Before Import

import * as hubspot from '@hubspot/api-client';

const client = new hubspot.Client({
  accessToken: process.env.HUBSPOT_ACCESS_TOKEN!,
});

// Create custom properties that don't exist in HubSpot
async function ensureCustomProperties(objectType: string) {
  const customProps = [
    {
      name: 'source_crm_id',
      label: 'Source CRM ID',
      type: 'string',
      fieldType: 'text',
      groupName: 'contactinformation',
      description: 'Original record ID from source CRM',
    },
    {
      name: 'migration_date',
      label: 'Migration Date',
      type: 'date',
      fieldType: 'date',
      groupName: 'contactinformation',
      description: 'Date record was migrated to HubSpot',
    },
  ];

  for (const prop of customProps) {
    try {
      // POST /crm/v3/properties/{objectType}
      await client.crm.properties.coreApi.create(objectType, prop);
      console.log(`Created property: ${prop.name}`);
    } catch (error: any) {
      if (error?.body?.category === 'DUPLICATE_PROPERTY') {
        console.log(`Property already exists: ${prop.name}`);
      } else {
        throw error;
      }
    }
  }
}

Step 3: Batch Import with Progress Tracking

interface MigrationResult {
  total: number;
  created: number;
  updated: number;
  errors: Array<{ record: any; error: string }>;
  durationMs: number;
}

async function migrateContacts(
  records: Record<string, string>[],
  fieldMap: FieldMapping[]
): Promise<MigrationResult> {
  const start = Date.now();
  const result: MigrationResult = {
    total: records.length,
    created: 0,
    updated: 0,
    errors: [],
    durationMs: 0,
  };

  // Process in batches of 100 (HubSpot batch limit)
  const batchSize = 100;
  for (let i = 0; i < records.length; i += batchSize) {
    const batch = records.slice(i, i + batchSize);
    const mapped = [];

    for (const record of batch) {
      try {
        const properties = mapRecord(record, fieldMap);
        properties.migration_date = new Date().toISOString().split('T')[0];
        properties.source_crm_id = record.Id || record.id || '';
        mapped.push({ properties });
      } catch (error: any) {
        result.errors.push({ record, error: error.message });
      }
    }

    if (mapped.length === 0) continue;

    try {
      // Use batch upsert to handle existing contacts
      // POST /crm/v3/objects/contacts/batch/upsert
      const response = await client.apiRequest({
        method: 'POST',
        path: '/crm/v3/objects/contacts/batch/upsert',
        body: {
          inputs: mapped.map(m => ({
            properties: m.properties,
            idProperty: 'email',
            id: m.properties.email,
          })),
        },
      });

      const data = await response.json();
      result.created += data.results?.length || 0;
    } catch (error: any) {
      // On batch failure, try individual records
      for (const item of mapped) {
        try {
          await client.crm.contacts.basicApi.create({
            properties: item.properties,
            associations: [],
          });
          result.created++;
        } catch (err: any) {
          if (err?.body?.category === 'CONFLICT') {
            // Contact exists, update instead
            const existing = await client.crm.contacts.searchApi.doSearch({
              filterGroups: [{
                filters: [{ propertyName: 'email', operator: 'EQ', value: item.properties.email }],
              }],
              properties: ['email'], limit: 1, after: 0, sorts: [],
            });
            if (existing.results.length > 0) {
              await client.crm.contacts.basicApi.update(existing.results[0].id, {
                properties: item.properties,
              });
              result.updated++;
            }
          } else {
            result.errors.push({ record: item.properties, error: err.message });
          }
        }
      }
    }

    // Progress logging
    const progress = Math.min(i + batchSize, records.length);
    console.log(`Progress: ${progress}/${records.length} ` +
      `(${result.created} created, ${result.updated} updated, ${result.errors.length} errors)`);

    // Rate limit: max 10 requests/second
    await new Promise(r => setTimeout(r, 200));
  }

  result.durationMs = Date.now() - start;
  return result;
}

Step 4: Migrate Deals with Associations

async function migrateDeals(
  deals: any[],
  contactEmailToId: Map<string, string>
): Promise<MigrationResult> {
  const result: MigrationResult = {
    total: deals.length, created: 0, updated: 0, errors: [], durationMs: 0,
  };
  const start = Date.now();

  // Get pipeline stages
  const pipelines = await client.crm.pipelines.pipelinesApi.getAll('deals');
  const defaultPipeline = pipelines.results[0];

  for (const deal of deals) {
    try {
      const associations = [];

      // Associate with contact if we have a mapping
      if (deal.contactEmail && contactEmailToId.has(deal.contactEmail)) {
        associations.push({
          to: { id: contactEmailToId.get(deal.contactEmail)! },
          types: [{ associationCategory: 'HUBSPOT_DEFINED', associationTypeId: 3 }],
        });
      }

      await client.crm.deals.basicApi.create({
        properties: {
          dealname: deal.name,
          amount: String(deal.amount || 0),
          pipeline: defaultPipeline.id,
          dealstage: defaultPipeline.stages[0].id,
          closedate: deal.closeDate || new Date().toISOString(),
          source_crm_id: deal.id || '',
        },
        associations,
      });
      result.created++;
    } catch (error: any) {
      result.errors.push({ record: deal, error: error.message });
    }
  }

  result.durationMs = Date.now() - start;
  return result;
}

Step 5: Post-Migration Validation

async function validateMigration(
  expectedCounts: { contacts: number; deals: number }
): Promise<{ valid: boolean; checks: any[] }> {
  const checks = [];

  // Count contacts
  const contacts = await client.crm.contacts.searchApi.doSearch({
    filterGroups: [{
      filters: [{ propertyName: 'migration_date', operator: 'HAS_PROPERTY', value: '' }],
    }],
    properties: ['email'], limit: 1, after: 0, sorts: [],
  });
  checks.push({
    check: 'Contact count',
    expected: expectedCounts.contacts,
    actual: contacts.total,
    passed: contacts.total >= expectedCounts.contacts * 0.95, // 95% threshold
  });

  // Check for required fields
  const missingEmail = await client.crm.contacts.searchApi.doSearch({
    filterGroups: [{
      filters: [
        { propertyName: 'migration_date', operator: 'HAS_PROPERTY', value: '' },
        { propertyName: 'email', operator: 'NOT_HAS_PROPERTY', value: '' },
      ],
    }],
    properties: ['firstname'], limit: 1, after: 0, sorts: [],
  });
  checks.push({
    check: 'Contacts with email',
    missing: missingEmail.total,
    passed: missingEmail.total === 0,
  });

  return {
    valid: checks.every(c => c.passed),
    checks,
  };
}

Output

• Field mapping from source CRM to HubSpot properties
• Custom properties created before import
• Batch upsert with progress tracking and error recovery
• Deal migration with contact associations
• Post-migration validation with threshold checks

Error Handling

Issue	Cause	Solution
PROPERTY_DOESNT_EXIST	Custom property not created	Run ensureCustomProperties first
409 Conflict	Contact email already exists	Use batch upsert instead of batch create
Batch partial failure	Some records invalid	Fall back to individual creates
Association failure	Contact not yet created	Import contacts before deals

Resources

• HubSpot Import API
• Batch Operations Guide
• Custom Properties API

Next Steps

For advanced troubleshooting, see hubspot-advanced-troubleshooting.