If your CRM workflows are chaotic, outdated, or underused, your automation will underperform — regardless of the platform.
For many businesses moving from Zoho to HubSpot, the migration is not just a technical switch, but a chance to rethink how workflows are designed, organised, and managed.
HubSpot workflows are the backbone of efficient operations. When set up correctly, they:
Automate repetitive tasks so your team can focus on revenue-driving activities
Nurture leads with precision using timely, relevant content
Clean and maintain CRM data automatically
Align sales, marketing, and service with consistent triggers, notifications, and task assignments
Enhance customer experience with faster, more relevant responses
The possibilities extend beyond sending emails — you can route leads, trigger deal updates, create service tickets, enrich data, and coordinate multi-team processes.
While Zoho can handle core CRM tasks, many teams face bottlenecks:
Fragmented automations that don’t connect across modules
Manual workarounds for integrations HubSpot handles natively
Limited reporting to link marketing, sales, and service data
A steeper learning curve for non-technical users
Data silos caused by complex permission structures
Fewer native object types for automation compared to HubSpot
Less flexibility with multi-branch conditions and re-enrolment
Limited variety of actions, especially for cross-object data updates
Restricted triggers in lower-tier plans
No intuitive visual overview for complex workflows
Unified platform – CRM, marketing automation, service tools, CMS in one
More automation flexibility – multiple trigger types, cross-object actions, better re-enrolment logic
Easier adoption – clean UI, simple user training
Advanced reporting – attribution and lifecycle tracking across the customer journey
Robust integrations – connect your stack with minimal IT support
Migrating workflows from Zoho to HubSpot requires more than copying processes over. You need to account for:
Data quality – fix formatting, duplicates, and incomplete records before migration
Field mapping differences – align Zoho fields to HubSpot properties
Workflow rebuilds – re-create automations in HubSpot’s logic and structure
Permissions – set role-based access before launch
Timeline risks – large datasets or complex automations extend delivery time
Audit Zoho data – list all objects, fields, and relationships
Decide what to keep – remove unused or irrelevant fields
Standardise formats – ensure consistency before moving
Map fields to HubSpot – account for naming differences and property types
Test small, then scale – validate mappings before full migration
All data objects and custom properties to migrate
Workflows to rebuild and optimise in HubSpot
Post-migration integrations to connect
User roles and permissions setup
Training for team adoption
Pre-launch testing and validation steps
Simple: 2–4 weeks
Moderate: 4–6 weeks
Enterprise: 8+ weeks, often staged
Once in HubSpot, your workflows need structure as much as they need optimisation:
Group workflows in folders – e.g., “Lead Nurture,” “Data Hygiene,” “Internal Notifications”
Use filters and saved views – find workflows by status, type, creator, or action type
Regularly review “Needs Review” tab – fix errors before they impact performance
Clear out unused workflows – remove or archive those inactive for 90+ days
Assign brands (if applicable) – for multi-brand organisations using HubSpot Enterprise
Customise columns in your workflow table – surface key details for faster audits
These habits keep your automation environment clean, prevent workflow conflicts, and make scaling far easier.
Migrating from Zoho to HubSpot is an opportunity to level up your automation, not just replicate it.
With optimised and well-organised workflows, you’ll have a CRM that’s not only easier to manage but also a true engine for growth.