Transitioning from Salesforce to HubSpot: A Successful CRM Migration with Hellman & Associates

Introduction:

Switching CRMs can be a daunting task, especially when it's from a well-established system like Salesforce to a fresh platform like HubSpot. When Hellman & Associates, a trusted player in their industry, approached Open Flow, Inc. to migrate their 10-year-old Salesforce database to HubSpot, we understood the project’s scale and intricacies right away. With over 500,000 records and 15 custom objects, we crafted a strategy that balanced precision, flexibility, and deep CRM knowledge, ensuring their migration was as smooth as possible. Here’s a look at our approach, challenges, and the final results.

Project Overview

Client: Hellman & Associates
Project Duration: August 1st, 2023 – January 31st, 2024
Scope: Migrating data and CRM functionalities from Salesforce to HubSpot, with a focus on streamlining data for efficient sales and service use.

The Challenge

Hellman & Associates’ Salesforce setup was rich in custom objects and functionalities, which presented unique challenges:

• Custom Objects and Automations: We had to replicate complex Salesforce workflows in HubSpot, including automated property updates and multi-level object associations.
• Data Complexity: Due to the intricate nature of Hellman & Associates' data, the HubSpot-Salesforce migration tool was not a feasible option. Manual migration was essential to maintain accuracy and address data inconsistencies.
• User-Facing Custom Features: HubSpot needed custom forms and workflows, such as client-accessible forms for image uploads to ensure seamless functionality for Hellman’s users.
  
  

The Migration Methodology

We designed a method that emphasized accuracy and precision. Here’s a breakdown of the approach we followed:

1. Data Integrity Assessment (August 1st - August 15th, 2023):
   We evaluated every object, association, and property in Salesforce, deduplicating records and aligning data fields to prepare for a smooth transition.

2. Data Preparation and Upload (August 16th - September 15th, 2023):
   Data mapping templates for each object were meticulously prepared, and CSV imports were chosen to ensure data fidelity across platforms.

3. Comprehensive Testing (September 16th - October 31st, 2023):
   The migration was followed by rigorous testing, using full-data verification and report-based analysis to ensure accuracy.

4. Bug Fixing and Data Refinement (November 1st - November 30th, 2023):
   Addressing any inconsistencies, we refined data mappings, configurations, and uploaded any corrected data to ensure the final migration met our standards.

5. Ongoing Maintenance and Support (December 1st, 2023 - January 31st, 2024):
   To ensure long-term satisfaction, we provided two months of support to address any post-migration issues.

Solution Highlights

Our approach allowed Hellman & Associates to leverage HubSpot’s CRM while maintaining the critical custom functions they relied on. Here’s what set our method apart:

• Manual CSV Imports for Precision: Rather than automated imports, we adopted manual CSV processes to carefully control data transfer and formatting.
• Custom Functionalities Rebuilt in HubSpot: Hellman & Associates’ Salesforce features, like custom quote generation and multi-object associations, were expertly recreated in HubSpot to ensure seamless continuity.
• Data Validation through Advanced Testing: Using Insycle, we ensured standardized data integrity (e.g., phone number formats) across all migrated records.

Results and Impact

The transition enabled Hellman & Associates to centralize their data and integrate HubSpot’s sales and service functionalities seamlessly. Post-migration, they experienced smoother operations, faster client reporting, and optimized customer service processes.

Key Results:

• Improved Data Management: The thorough cleaning and restructuring allowed Hellman’s team to streamline workflows within HubSpot.
• Enhanced Reporting Abilities: HubSpot now supports Hellman’s sales and service teams with new, actionable data insights.
• Reliable Post-Migration Support: Ongoing support during the final phases meant Hellman & Associates could fully rely on their new CRM from day one.
  
  

Conclusion

Our experience with Hellman & Associates underscores the importance of flexibility and customization in CRM migration. Open Flow’s migration methodology is designed to provide the highest level of support and accuracy, helping clients make the leap to a new platform with minimal disruption. For Hellman & Associates, this transition marked a step forward in efficiency and customer engagement, positioning them to make the most of HubSpot’s capabilities.