Migrating from Zoho to HubSpot: What to Know, Why It Matters, and How to Succeed

Switching from Zoho to HubSpot is more than just a software upgrade—it’s a strategic decision that can unlock powerful automation, better sales/marketing alignment, and scalable growth. Whether you're already planning the move or wondering if it's the right time, this guide breaks down:

• Why businesses migrate from Zoho

• Zoho’s most common limitations

• What to expect in the migration process

• Key steps in data mapping

• What to include in your migration scope

• How long it takes

• What to do after you’ve moved into HubSpot

Why Businesses Migrate from Zoho to HubSpot

While Zoho CRM offers flexibility and cost-efficiency, many businesses begin to outgrow it as operations expand. That’s where HubSpot comes in. Here’s why businesses make the move:

Unified CRM + Marketing Platform

HubSpot brings marketing, sales, customer service, CMS, and automation tools into a single platform.

User-Friendly Interface

HubSpot’s intuitive UX improves adoption and productivity across teams.

Smarter Automation

Unlike Zoho’s limited rules-based flows, HubSpot’s Workflows allow dynamic, powerful automation across objects.

Scalable Reporting

HubSpot dashboards are more customizable, visual, and interactive—great for executive reporting.

Better Ecosystem

With native integrations, HubSpot plays well with most tools without needing heavy dev lift.

Zoho’s Common Limitations

You might love Zoho’s modular approach—but it also creates friction. Here are the most common issues companies face:

• Confusing UI/UX

• Limited out-of-the-box automation

• Clunky app integrations within Zoho One

• Rigid reporting and dashboards

• High reliance on custom scripting for flexibility

• Fragmented data across modules

What to Look Out For During Migration

Migrating to HubSpot requires strategic planning, not just technical execution. Here are some key considerations:

• Data Complexity: Are your fields standardized? Is your data clean?

• Custom Modules: Zoho’s custom modules don’t directly map to HubSpot.

• Relationship Mapping: Contacts-to-Companies or Deals-to-Contacts need accurate associations.

• Email Logs and Activity History: These aren’t always fully transferrable.

• Automations & Workflows: Zoho workflows don’t translate directly—plan to rebuild these in HubSpot.

How to Handle Data Mapping

Successful migration starts with accurate data mapping. Here’s how to approach it:

Step 1: Audit Current Data

Catalog all Zoho modules and field structures across Leads, Contacts, Accounts, Deals, etc.

Step 2: Map to HubSpot Objects

HubSpot uses 4 core objects—Contacts, Companies, Deals, Tickets. Identify where your Zoho records fit.

Step 3: Create Custom Properties

Set up custom fields in HubSpot for anything unique in Zoho (dropdowns, dates, IDs, etc.).

Step 4: Preserve Associations

Maintain parent-child links—like Contact-to-Deal or Company-to-Deal—to ensure CRM functionality.

Step 5: Clean Before You Import

De-duplicate, standardize formats, and clean unnecessary data. Migrating messy data just copies problems.

What to Include in Your Migration Scope

Here’s a checklist of what your migration plan should cover:

Contact, Company, and Deal records
All custom fields and tags
Notes, tasks, meetings, call logs (where possible)
Workflows (recreated in HubSpot)
Lists and segments
Email templates and marketing assets
Integrations and third-party apps
User permissions and team setup

Migration Timeline: How Long Does It Take?

The time required depends on your data volume, number of modules, and customizations:

You've Moved to HubSpot—What’s Next?

Welcome to HubSpot! But CRM success doesn’t end at data migration. Now it’s time to unlock the full value of HubSpot and ensure it powers your growth.

1. Understand How HubSpot Organizes Data

HubSpot uses Contacts, Companies, Deals, and Tickets as core objects. Learn how they’re structured and associated so you can build effective automation and reporting.

2. Define How Your Team Will Use HubSpot

Every team’s use case is different. Clarify:

• Who uses HubSpot?

• What info do they need?

• Will you host landing pages or blogs?

• How will success be measured?

3. Build a Growth Strategy

Set realistic, department-aligned growth goals. Your CRM should serve your strategy—not the other way around.

4. Set Long-Term Goals

HubSpot supports long-term strategic growth. Use it to align teams around future milestones, recurring campaigns, and customer success metrics.

5. Automate the Right Way

Don’t over-automate. Use workflows to reduce manual work, trigger alerts, or send key emails—but always keep human connection at the center.

6. Keep Your Data Clean

Dirty data is expensive. Use HubSpot’s deduplication tools, property validations, and lifecycle tracking to keep your CRM accurate and actionable.

7. Get the Most from Your Investment

Leverage HubSpot Academy for training, and consider outside help if needed. Whether it’s a HubSpot Admin, consultant, or SyncMatters’ expert team, having the right support ensures HubSpot evolves with your business.

Need Ongoing Help Managing HubSpot?

When your CRM becomes central to business operations, you’ll need someone to manage it—whether full-time or part-time. Here are your options:

With SyncMatters and Trujay’s HubSpot Admin Program, you get certified HubSpot experts without the long-term lock-in. Tier up or down as your needs change.

Ready to Migrate from Zoho to HubSpot?

The migration is a one-time event. But how you implement and manage HubSpot afterward determines whether your investment leads to growth or frustration.

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