How to Migrate Your Data from HubSpot to Flowlu
This guide provides a detailed, step-by-step process for successfully moving your contacts, companies, deals, and other crucial data from HubSpot to Flowlu.
Since there is no direct automated migration tool between these two services, the process involves exporting your data from HubSpot and then importing it into Flowlu using CSV files. For highly complex migrations, you can also consider using our API for a custom solution.
Stage 1: Prepare for Migration
Thorough preparation is the key to a smooth transition. Before you move any data, complete these essential setup steps.
Analyze and Clean Your HubSpot Account
Identify Critical Data: Review your HubSpot records across Contacts, Companies, and Deals. Decide what information is essential to your current operations and what can be archived. This is a perfect opportunity to clean up outdated contacts and irrelevant data.
Handle Calculated Properties: HubSpot properties that are calculated based on formulas will only export their final value. Before exporting, ensure these values are current, as they will be imported into Flowlu as static text or number fields.
Set Up Your Flowlu Workspace
Configure Your Modules: Before importing, ensure all the modules you need are active. You will
be mapping specific Flowlu modules like Projects, the CRM and Tasks. To get a better understanding of the platform's capabilities, we also recommend booking a free Flowlu product demo with our team.
Add Your Users: Invite all your team members to your Flowlu account. To assign deals, contacts, and other records to the correct people during the import, their user accounts must already exist in the system.
Create Custom Fields (Crucial Step): This is the most important preparatory step. Identify all the custom properties you use in HubSpot. You must create corresponding custom fields in Flowlu before you begin importing. Go to Portal Settings → Custom Fields to add new fields for contacts, organizations, opportunities, and more.
Important: The standard CSV import process currently supports creating and populating custom fields of the following types only: Text Field, Text Area, Whole Number, Price, Date, Date and Time, User, and Yes/No.
If your HubSpot records use other field types (like dropdown selects), you have two main options:
- During preparation, their values will be exported as simple text. You can import this data into a "Text Field" or "Text Area" in Flowlu to preserve the information.
- Use the Flowlu API for a more advanced migration that can handle creating and populating complex field types like lists and catalogs.
Stage 2: Export Data from HubSpot
The primary method for extracting your data is by exporting your records to a CSV file.
To Export Your Records (Contacts, Companies, Deals):
- Navigate to the section you wish to export (e.g., Contacts).
- In the top-right corner of the table, click the "Export" button.
- In the pop-up window, select "CSV" as the file format.
- Choose to export "All properties" to ensure you capture all custom field data.
- Click "Export." You will receive an email with a download link once the file is ready. Repeat this process for each data type you need to migrate.
Stage 3: Prepare and Import Data into Flowlu
Once you have your exported CSV files, you must prepare them for a clean import. For detailed instructions on each data type, please see our guides on how to Import your Data to Flowlu.
Prepare Your CSV Files
Separate Data by Type: Flowlu imports different record types separately. You will need to use individual CSV files for each data type you want to migrate, such as:
- CRM Contacts & Organizations
- CRM Opportunities (Sales Deals)
- Tasks
- Products & Services
Clean and Format: Open each CSV file and save it with UTF-8 encoding (recommended). The first row of your file must contain the column headers (e.g., "Contact Name," "Deal Owner," "Close Date"). Ensure the data is consistent.
The Import Process in Flowlu
- Navigate to the appropriate section in Flowlu (e.g., Tasks, or CRM > Contacts).
- Find the three-dot menu and select the "Import" option.
- Upload your prepared CSV file.
- Map Your Fields: This is the most critical part of the import. Carefully match the columns from your CSV file to the corresponding fields in Flowlu, including the custom fields you created earlier.
- Run a Test Import: For large datasets, we highly recommend importing a small sample file (10-20 rows) first to verify that all fields are mapped correctly.
Stage 4: Post-Migration Checklist
After your data has been imported, complete these final steps to ensure your team is ready to work in Flowlu.
Verify Your Data: Perform a spot-check on several contacts and deals. Confirm that data like owners, dates, and custom field information appears as expected.
Recreate Automations and Integrations: HubSpot's "Workflows" and integrations will not be migrated. You must manually rebuild them in Flowlu.
- For workflow automation (e.g., "when deal stage changes, create a task"), use Flowlu's built-in Automation Rules for CRM, Tasks, and Projects. You can set triggers and actions like creating tasks, sending emails, or posting notifications.
- For connecting third-party apps, browse our list of integrations or use a service like Albato or ApiX-Drive for wider connectivity.
Onboard Your Team: Conduct a training session to introduce your team to the Flowlu interface. Our YouTube channel has helpful video tutorials that are a great resource for visual learners.
By following these structured steps, you can execute a successful and organized migration from HubSpot to Flowlu.
Need More Help?
If the migration process seems complex or you'd like professional assistance, our team offers a dedicated implementation service to manage data transfers, setup, and team training for you. For any other questions, please visit our comprehensive Help Center.
