# HubSpot to Zoho CRM Migration: A Step-by-Step Guide to Switch CRMs Author: Nikhil Bhansali S Author URL: https://maxwize.in/blog/author/nikhil-bhansali-s Published: 2026-03-03 Category: Zoho CRM Category URL: https://maxwize.in/blog/category/zoho-crm Meta Title: HubSpot to Zoho CRM Migration: A Step-by-Step Guide to Switch CRMs Meta Description: Learn how to migrate from HubSpot to Zoho CRM with this complete guide. Follow our step-by-step process to move your data safely. Tags: Migration Tag URLs: Migration (https://maxwize.in/blog/tag/migration) URL: https://maxwize.in/blog/hubspot-to-zoho-crm-migration # HubSpot to Zoho CRM Migration: A Step-by-Step Guide to Switch CRMs Is HubSpot getting too expensive as your business grows? Do you need more flexibility than HubSpot offers? Many companies switch from HubSpot to Zoho CRM for better value and more control. Moving CRMs can feel scary. You have years of customer data, deal history, and notes in HubSpot. Losing any of it would hurt your business. This guide shows you how to migrate from HubSpot to Zoho CRM step by step. Follow these steps and your data will arrive safely in your new CRM. ## Why Move from HubSpot to Zoho CRM? Before we dive into the how, let us look at why companies make this switch. ### Cost Savings HubSpot starts affordable, but costs rise fast as you grow. Adding marketing features, more contacts, or advanced tools adds up quickly. Zoho CRM offers similar features at a lower price point. You get more for your money, especially with the Enterprise and Ultimate plans. ### More Customization HubSpot has limits on how much you can customize. Zoho CRM lets you change almost everything to fit how your business works. ### Better Integration Options Zoho has 45+ apps in its ecosystem. If you use Zoho Books, Zoho Desk, or Zoho Projects, everything works together smoothly. ### Ownership and Control With Zoho, you have more control over your data and processes. This matters for businesses with specific requirements. ## What You Need Before Starting Get these things ready before you begin migration. ### Access to Both Systems You need admin access to: - HubSpot account (to export data) - Zoho CRM account (to import data) ### Time and Resources Set aside enough time: - Small migrations: 1-2 weeks - Medium migrations: 2-4 weeks - Large migrations: 4-8 weeks ### A Clear Plan Know what you want to move: - Which contacts and companies - What deal data - How much history - What custom properties ## Step 1: Assess Your HubSpot Data Start by understanding what you have in HubSpot. ### Review Your Objects HubSpot organizes data into objects. List what you use: - Contacts (people) - Companies (organizations) - Deals (opportunities) - Tickets (support requests) - Products (what you sell) - Custom objects ### Count Your Records Know how much data you have: - Number of contacts - Number of companies - Number of deals - Number of notes and activities ### Document Custom Properties List all the custom fields you created: - Contact properties - Company properties - Deal properties - What type each field is (text, number, date, dropdown) ### Note Your Automations Write down what HubSpot does automatically: - Workflows - Sequences - Lead scoring rules - Assignment rules These will not migrate automatically. You need to rebuild them. ## Step 2: Map HubSpot to Zoho CRM Figure out where HubSpot data will go in Zoho CRM. ### Object Mapping HubSpot objects match to Zoho modules: HubSpotZoho CRMContactsContactsCompaniesAccountsDealsDealsTicketsUse Zoho Desk or CasesProductsProductsNotesNotesTasksTasksMeetingsEvents ### Property to Field Mapping Map each HubSpot property to a Zoho field: 1. List all HubSpot properties you use 2. Find matching Zoho fields 3. Note fields that need to be created 4. Check that field types match ### Common Mapping Issues Watch for these problems: **Dropdown differences:** HubSpot dropdown values might be different from Zoho picklist values. **Required fields:** Zoho might require fields that HubSpot leaves optional. **Field type mismatches:** A text field in HubSpot might need to be a number in Zoho. **Date formats:** Make sure date formats are consistent. ## Step 3: Set Up Zoho CRM Prepare your Zoho CRM account before importing data. ### Create Your Team Structure Set up users and permissions: 1. Create roles for different job functions 2. Add user accounts 3. Set up profiles with the right permissions 4. Create groups if needed ### Build Custom Fields Create fields to hold your HubSpot data: 1. Go to Settings > Customization > Modules and Fields 2. Pick the module you want to customize 3. Add custom fields that match your HubSpot properties 4. Set the right field type for each ### Set Up Picklist Values For dropdown fields: 1. Add all the values you use in HubSpot 2. Use the same names if possible 3. Note any values that need translation ### Configure Module Settings Set up each module: - Page layouts - Required fields - Field dependencies - Validation rules ## Step 4: Export Data from HubSpot Now get your data out of HubSpot. ### Export Contacts 1. Go to Contacts in HubSpot 2. Click "Export" in the upper right 3. Choose properties to export 4. Select "All contacts" or filter as needed 5. Export as CSV ### Export Companies 1. Go to Companies in HubSpot 2. Click "Export" 3. Choose company properties 4. Export as CSV ### Export Deals 1. Go to Deals in HubSpot 2. Click "Export" 3. Choose deal properties 4. Include associated contacts and companies 5. Export as CSV ### Export Notes and Activities Activity data needs extra steps: 1. Export from the engagement or activity section 2. Match activities to the right records 3. Keep track of timestamps ### Keep Files Safe After exporting: - Save copies in multiple places - Check that files look right - Count records to verify ## Step 5: Clean Your Data Do not import messy data. Clean it first. ### Remove Duplicates Look for duplicate contacts and companies. Decide which version to keep. ### Delete Old Records Think about what you really need: - Contacts you never email? - Deals from years ago? - Companies you no longer work with? Less data means faster, easier migration. ### Fix Data Quality Issues Clean up common problems: - Empty required fields - Wrong formats (phone numbers, dates) - Invalid email addresses - Inconsistent naming ### Prepare Association Files If you have company-contact associations: 1. Export the relationship data 2. Include IDs that link records together 3. Keep this file for later import ## Step 6: Import Data to Zoho CRM Zoho has built-in tools to import HubSpot data. ### Using the Data Migration Wizard Zoho CRM has a wizard for HubSpot migration: 1. Go to Settings > Data Administration > Import 2. Select "HubSpot" as the source 3. Connect with your HubSpot API key 4. Follow the wizard steps The wizard handles much of the work automatically. ### Manual Import Method If you prefer manual control: 1. Import Accounts (Companies) first 2. Import Contacts second, linking to Accounts 3. Import Deals third, linking to Accounts and Contacts 4. Import Notes and Activities last ### Import Order Order matters for keeping relationships: 1. **Accounts** \- These stand alone 2. **Contacts** \- Link to Accounts using company name or ID 3. **Deals** \- Link to Accounts and Contacts 4. **Activities** \- Link to related records ### During Import As you import: - Match fields carefully - Preview before confirming - Watch for errors - Note anything that fails ## Step 7: Verify Your Data After import, check that everything came over right. ### Count Records Compare numbers: - Contacts exported vs. contacts in Zoho - Companies exported vs. accounts in Zoho - Deals exported vs. deals in Zoho Small differences are normal (duplicates removed, for example). Big differences mean something went wrong. ### Spot Check Records Pick random records and verify: - All fields have the right data - Associations are correct - Notes and activities are there ### Check Relationships Make sure links are right: - Contacts belong to the right accounts - Deals are connected to contacts and accounts - Activities are on the right records ### Fix Problems If you find issues: - Zoho lets you undo and redo imports - Fix mapping and try again - Clean source data if needed ## Step 8: Rebuild Your Automations HubSpot workflows do not migrate. Rebuild them in Zoho. ### Workflow Rules For simple automations: 1. List what each HubSpot workflow does 2. Create matching workflow rules in Zoho 3. Set triggers, conditions, and actions 4. Test with sample records ### Email Sequences If you used HubSpot sequences: 1. Look at Zoho's email cadence features 2. Rebuild your sequences 3. Update email templates with Zoho merge fields ### Lead Scoring Recreate your lead scoring: 1. Document your HubSpot scoring rules 2. Set up scoring in Zoho CRM 3. Adjust scores as needed ### Assignment Rules Rebuild lead and deal assignment: 1. Note your HubSpot assignment logic 2. Create assignment rules in Zoho 3. Test with new records ## Step 9: Set Up Integrations Reconnect your other tools to Zoho CRM. ### Email Integration Connect your email: - Gmail integration - Outlook integration - IMAP for other providers ### Calendar Integration Sync your calendar: - Google Calendar - Outlook Calendar ### Marketing Tools If you keep HubSpot Marketing: - Zoho has a HubSpot extension - Or switch to Zoho Marketing Automation - Or use third-party connectors ### Other Integrations Check each connected app: - Does it support Zoho CRM? - What is the setup process? - Will historical data sync? ## Step 10: Train Your Team Help your team learn the new system. ### What to Cover Focus on daily tasks: - Finding contacts and accounts - Creating new records - Logging calls and emails - Managing deals - Running reports ### Training Methods Use different approaches: - Live training sessions - Recorded videos - Quick reference guides - Hands-on practice time ### Address the Change Help with the transition: - Acknowledge that change is hard - Highlight benefits of the new system - Be patient with questions - Provide ongoing support ## Step 11: Go Live When everything is ready, make the switch official. ### Pre-Launch Checklist Verify these items: - All data is imported correctly - Automations are working - Integrations are connected - Team is trained - Support plan is in place ### Launch Day On go-live day: 1. Do a final data sync if needed 2. Announce the switch to your team 3. Have support people available 4. Monitor for issues ### First Week During the first week: - Check in with users daily - Fix problems quickly - Gather feedback - Note common questions ## Common Challenges and Solutions Here are problems you might face and how to handle them. ### Email History Not Migrating HubSpot email history is hard to move. Options: - Export and store as reference - Use third-party tools - Accept that old history stays in HubSpot ### Complex Workflow Rebuilding Some HubSpot workflows are complex. Solutions: - Break into smaller pieces - Use Zoho Blueprint for multi-step processes - Get help from a Zoho consultant ### Team Resistance People may resist the change. Help by: - Explaining the reasons for the switch - Showing benefits clearly - Being patient during learning - Celebrating wins ### Data That Does Not Map Cleanly Some data does not fit Zoho's structure. Options: - Create custom fields - Transform data before import - Store in notes or attachments ## Frequently Asked Questions ### How long does HubSpot to Zoho migration take? Most migrations take 2 to 6 weeks. Simple setups finish faster. Complex organizations with lots of data take longer. ### Will I lose any data? With careful planning, you should not lose data. Always keep backups of your HubSpot exports. ### Can I use both systems during transition? Yes. Many companies run both CRMs briefly. This adds work but reduces risk. ### What about HubSpot Marketing Hub? You can keep HubSpot Marketing and connect it to Zoho CRM. Or switch to Zoho Marketing Automation. Or use other marketing tools. ### Do I need professional help? For simple setups, you can do it yourself. For complex migrations with lots of custom work, professional help saves time and reduces risk. ### Can I undo the migration if it goes wrong? Zoho lets you undo recent imports. This is why you keep backups of your HubSpot data throughout the process. ## Next Steps Ready to make the move? Here is what to do: 1. Sign up for a Zoho CRM trial 2. Export a sample of HubSpot data 3. Practice importing to Zoho 4. Document your full migration plan 5. Decide if you need expert help Migrating from HubSpot to Zoho CRM is a significant project, but many businesses do it successfully every day. The key is good planning and careful execution. Take your time with each step. Test thoroughly. And do not hesitate to get help if you need it. Your data is too important to risk. The flexibility and value you gain from Zoho CRM will make the effort worthwhile. Start your planning today. --- This blog is powered by Superblog. Visit https://superblog.ai to know more. ---