Move your CRM from Microsoft Dynamics to HubSpot and keep the ERP connected
Most Dynamics CRM users also run Outlook, Power BI and often a Microsoft ERP. We move the CRM data and pull out the files hidden in notes and emails. Then we rebuild your flows in HubSpot and reconnect the ERP, so orders and customers still match.
Free, 30 minutes, and you'll leave with at least one clear next step.
What moves from Dynamics 365 to HubSpot?
Your standard records and their history move over. HubSpot's Smart Transfer tool supports Dynamics 365 accounts, contacts, leads, opportunities, cases, products, invoices, sales orders, users and segments. Emails, appointments, phone calls, tasks and notes land on each record's timeline. Products on opportunities become deal line items in a one-time pass.
Custom tables don't move with that tool, since HubSpot says Smart Transfer doesn't support custom objects. They become HubSpot custom objects, which need an Enterprise plan, and we load them through HubSpot's API. Automations and rules don't move at all. Power Automate flows, business process flows, business rules and plug-ins get rebuilt as HubSpot workflows or custom code.
Dynamics pieces and where they land
Leads, qualified and not
Open leads become HubSpot contacts. Qualified leads usually already exist as a contact, account and opportunity, so we leave them behind or keep them as history to avoid duplicates.
Business process flows
Each stage becomes a HubSpot pipeline stage, and the required steps become required properties for that stage.
Power Automate flows and plug-ins
Rebuilt as HubSpot workflows. Logic that needs code moves to custom code steps, which need Data Hub Professional or Enterprise.
Notes and email attachments
Dynamics stores these files inside the records themselves, not in a folder. We extract them through the API and attach them to the right HubSpot records.
Security roles and business units
These become HubSpot teams, user permissions and record visibility rules. We map each role so people see the same records they did before.
Views, charts and Power BI
Views become saved HubSpot views. Charts become HubSpot reports. Power BI reports that read Dynamics data need a new source or a rebuild.
Dynamics pitfalls we plan for
These come from how Dynamics and Dataverse, the database under it, store records.
Export to Excel won't get you everything
Big exports can time out, and the export doesn't carry files. For a full move we read data through the API in batches.
Files hide inside notes
Dataverse stores note files and email attachments as encoded text inside the note and attachment records. They only come out through the API, so a plain export misses them.
Qualifying a lead creates three records
When a Dynamics lead is qualified, it can create an account, a contact and an opportunity, and the lead moves to closed. Import closed leads and their contacts both, and you get duplicates.
The ERP shares the same customers
If Business Central or another Microsoft ERP links to Dynamics CRM, customer and order data cross between them. Cutting the CRM breaks that link. We plan the HubSpot to ERP connection before switchover.
Running both tools for a while
HubSpot has a Dynamics 365 integration that can sync one way or two ways, including custom objects to Dynamics tables. Custom field mappings need Data Hub. It's useful if one team stays on Dynamics, but it shouldn't run against a one-time migration of the same records.
Five steps from Dynamics to HubSpot
Dynamics accounts often carry years of history and a lot of custom setup. The audit tells us how long the rest will take.
Stage 1: Map your Dynamics setup
We list tables, columns, flows, plug-ins, business process flows, security roles, reports and connected systems.
We check which Power Automate flows still run, how many custom tables hold live data, and which systems read from Dynamics, like the ERP, Outlook and Power BI. We also measure how many files sit inside notes and emails.
You get An inventory of what moves, what gets rebuilt and what stays behind.
Stage 2: Give every column a new home
Each column gets a HubSpot property or association. Option sets get matched to dropdown values.
Lookups become associations, and calculated and rollup columns become HubSpot calculated properties. Security roles get mapped to teams and permissions. You approve the map before data moves.
You get A field and permission map with every decision written down.
Stage 3: Run the full move into a test account
We move everything, files included, into a HubSpot test account and compare it with Dynamics.
We compare counts table by table, check that files open, and have your team review accounts they know well. We also test the ERP connection against the test account.
You get A test report with counts, gaps and fixes.
Stage 4: Switch on a planned day
We freeze Dynamics, run the final move, reconnect the ERP and point forms and email at HubSpot.
We keep a full backup with you. Records changed since the test come over in the final run. Dynamics stays readable while the team works a full sales cycle in HubSpot.
You get Your team working in HubSpot, with the ERP still in sync.
Stage 5: Train by role
Reps, managers and service staff each learn their part using their own records.
Reps learn deals, tasks and the Outlook connection. Managers learn the HubSpot dashboards that replaced their Dynamics charts. Admins learn how to change properties and workflows.
You get A team that uses HubSpot daily, plus written admin notes.
How do you protect data and keep the team working?
Reps keep using Dynamics until switchover, and the freeze covers only the final move. We plan it for an evening or weekend. Before that run, we take a full backup that includes the files stored inside notes and emails, and you keep a copy.
Access stays narrow. We use an account with only the permissions the move needs and remove it when we're done. After the switch, Dynamics stays read-only until you're sure nothing is missing. Check your Microsoft renewal terms early so the overlap doesn't surprise you.
What the client provides
- A Dynamics 365 login with system administrator rights, and a HubSpot Super Admin login
- Your Microsoft licensing renewal date
- Someone who knows your ERP connection, in-house or your Microsoft partner
- A list of Power Automate flows and plug-ins you rely on
- The reports and Power BI dashboards managers use each week
- Two or three people to check the test account
We've moved a sales team to HubSpot and kept its ERP in sync
One client came to us running sales on manual steps, spreadsheets and Salesforce. We moved it to HubSpot and organized the sync between HubSpot and its ERP, so customers and orders match in both. Salesforce is retired, and the sales team works from one system tied to the ERP.
That move started in Salesforce, not Dynamics. But the hard part was the same one Dynamics users face. The ERP and the CRM have to agree on every customer. Our ERP guide covers how we decide which system owns which data.
When should you stay on Dynamics?
HubSpot is likely the better fit when
- Reps avoid Dynamics and keep notes in Outlook or Excel
- Marketing runs in a separate tool and sales doubts its lead counts
- You use Dynamics mostly for contacts and opportunities
- Your ERP can connect to HubSpot through a supported integration
Staying on Dynamics is likely smarter when
- Custom Power Apps and plug-ins run core operations
- Your CRM and Microsoft ERP share heavy custom logic that would all need rebuilding
- Company policy requires data to stay inside your Microsoft environment
- The bigger problem is adoption. A Friction Point Analysis can show that first
Dynamics to HubSpot migration questions
Can we move off Dynamics CRM but keep Business Central?
Yes. Business Central can stay your ERP while HubSpot becomes the CRM. The connection between them has to be set up again, through a connector or custom integration. We plan it during the audit and test it before switchover.
Will files attached to Dynamics notes come over?
Yes, but not through Export to Excel. Dynamics stores note files and email attachments inside the records, so we pull them out through the API and attach them to the matching HubSpot records.
What happens to our Power Automate flows?
They get rebuilt as HubSpot workflows. Flows that call outside systems or run code may need custom code steps, which need Data Hub Professional or Enterprise. We list every flow in the audit and drop the ones that no longer run.
Can HubSpot and Dynamics run side by side?
Yes. HubSpot's Dynamics 365 integration can sync records one way or two ways while teams switch over, or for good if one team stays on Dynamics. Custom field mappings need Data Hub.
Do our Outlook users have to change how they work?
A little. Reps connect their Outlook inbox to HubSpot so emails log to contacts, and they can use HubSpot from inside Outlook. We cover it in training with each rep's own inbox.
Related
More in HubSpot migrations
Tell us what's connected to Dynamics
List the systems that read from or write to your Dynamics CRM. We'll tell you what a move to HubSpot would involve.