Head of CRM & Marketing Automation at Mountainise
Certified CRM Consultant with 10+ years of experience in Salesforce, HubSpot, and Marketing Cloud implementations.
Moving from one CRM to another is rarely just a technical task. It’s a people problem, a process problem, and yes, sometimes a data problem. Do it carefully, and your team gains speed, clarity, and automation. Rush it, and you hand sales a hollow database full of records without history. That’s why preserving emails, notes, and deals when migrating from Pipedrive to HubSpot is non-negotiable.
Below I lay out a pragmatic, experience-tested plan to migrate with precision, the parts you mustn’t skip, the tools that actually help, and the checks that save hours of cleanup afterward.
Key Takeaways
It’s tempting to focus on contacts and deals only. Don’t. If you want HubSpot to be useful on day one, carry across:
Lose those, and you’ll have the names, but none of the story.
A CSV will carry rows of data. It will not reliably carry conversation threads, attachments, or activity timelines. For trivial migrations (a handful of fresh contacts, no activities), CSV might be acceptable. For any business that relies on history sales calls, email threads, or documented notes, CSVs are a high-risk shortcut.
If preserving threads matters, use a migration tool or a professional hubSpot implementation service that explicitly supports activities and emails. Tools such as Import2, Trujay (and others) are purpose-built to handle histories and attachments, saving weeks of manual work.
Here are the real problems teams face and the practical fixes we use at Mountainise.
Spot these early and you’ll avoid a costly cleanup later.
Export everything from Pipedrive CRM and keep a read-only backup. Take time to clean, remove duplicates, archive stale records, and standardize values (country names, industries, lead sources). Create a document that lists pipelines, custom fields, and business rules. This documentation is the migration contract you’ll use to validate results.
Real options:
If email threads and activities matter and they usually do, choose a migration tool or partner.
Create a mapping spreadsheet. For each Pipedrive field, record the equivalent HubSpot CRM property, the data type, and any transformation rules (e.g., date format, picklist sync). Include deal stages, activity types, owner mappings, and file attachments. This is your single source of truth during validation.
Pick a subset of records (100–500) including contacts with emails, a few deals, and notes. Run the test migration. Then open records in HubSpot and check: owners, timeline activities, attachments, and pipeline stage mapping. Fix the mapping sheet, then repeat until consistent.
When tests look right, schedule the full migration during a low-usage window. Monitor logs and error reports. Most migration tools provide detailed reports of failed or skipped records, fixing those one category at a time.
After migration, validate ownership, confirm activities and attachments, and run your regular reports to compare numbers (deal counts, pipeline values). Hold a short walkthrough with sales and operations teams, show them where to find historical emails and notes in HubSpot.
Once your data is successfully migrated from Pipedrive to HubSpot, the next step is to optimize your internal processes for better collaboration and performance. Discover how HubSpot Revenue Operations can help align your sales, marketing, and service teams to drive consistent growth and maximize ROI.
These habits turn migrations from “panic projects” into calm transitions.
DIY is fine for clean, tiny datasets. Bring in specialists when:
Migration partners bring templates, tools, and experience, they know the corner cases (weird custom fields, owner mapping troubles, or attachments lost in transit). Tools and partners often save far more time than they cost.
One mid-market SaaS customer came to us with 18,000 contacts, five pipelines, and years of email threads tied to deals. They’d tried CSV imports and ended up with duplicates and missing notes. We ran a test with a purpose-built migration tool, corrected field mappings (including owner mapping and custom product fields), and completed the migration over a weekend.
Result: no lost email history, no duplicate chaos, and sales validated the pipeline the following Monday. That’s the kind of practical outcome you should expect with the right plan.
A CRM migration is 60% people and processes, 40% data and tools. The technical steps are important, but equally important is preparing your team, documenting expectations, and assigning ownership. If you do that, you’ll preserve not just records, but the relationships they represent.
If you want to preserve every email thread, note, and deal and hand your sales team a HubSpot that actually helps them, Mountainise can manage the entire migration or run a zero-risk test migration for you.
Book a free CRM migration review with Mountainise and we’ll map a plan that fits your business and protects your history.
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Salesforce Managed Services provide ongoing support, maintenance, and optimization of your Salesforce platform. Instead of hiring a full in-house team, businesses can rely on a dedicated group of experts to manage everything from daily tasks to long-term strategy.
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