Migrating from HubSpot or Salesforce
Powerful, general-purpose, and heavy on custom fields. The work is deciding what to bring — not getting it out.
Who this is for
Agencies who outgrew — or over-bought — a general-purpose sales CRM.
Steps
- Export contacts, and deals/opportunities if you use them.
- Before importing, decide which custom fields you actually use. Most accounts have far more than anyone looks at.
- Recreate the fields worth keeping under Settings → Custom Fields.
- Map lifecycle stage / deal stage to a disposition here — your stages won't be named the same.
- Import customers and leads separately.
The custom-field sprawl problem
These systems accumulate fields for years. You don't have to triage them first — anything you don't map is kept on the record anyway, so nothing is lost. Recreate the ones you'll filter or automate on; leave the rest as stored data.
Stages don't map one-to-one, and shouldn't
A HubSpot lifecycle stage or a Salesforce opportunity stage is a sales-process concept that rarely lines up with dispositions here, which drive real behaviour — whether the AI is texting, whether the dialer queues them. Map by what should HAPPEN to the contact next, not by matching stage names.
Zoho and Pipedrive
Same shape, smaller: contacts plus deals, moderate custom fields. Everything here applies.
What you'll lose, and it's usually fine
Reports, dashboards and workflow automations don't transfer. Neither does email-open tracking, so any sequence branching on 'opened the email' has to be rebuilt around a reply or a booking. In practice those are stronger signals.
Common mistakes
- Recreating all 60 custom fields before importing. Bring what you use.
- Matching stage names literally and ending up with dispositions that trigger the wrong behaviour.
- Assuming deal history comes across — it doesn't.
Related
Where this lives in the app
This is documentation for Virtual Closer. Book a walkthrough or sign in.