Move from Pipedrive to HubSpot with every deal and note in the right place
We run Pipedrive's export from an admin login, so nothing hidden gets left out. Then we move your deals, people and history, rebuild your automations and train reps on HubSpot's deal board.
Free, 30 minutes, and you'll leave with at least one clear next step.
Decisions to make before the move starts
These come up on every Pipedrive move. Settling them early keeps the test run short.
Which pipelines merge
Teams often add a pipeline for each product or rep. We decide with you which ones stay separate in HubSpot and which become one pipeline with a filter.
Which custom fields come along
We pull fill rates first. Fields that sit empty, or repeat another field, stay behind.
What happens to the Leads Inbox
HubSpot's Smart Transfer list for Pipedrive doesn't include it. You pick which leads come over, as contacts or as HubSpot leads.
When Pipedrive gets switched off
We plan the switch a few weeks before your Pipedrive renewal, so you don't pay for both tools longer than you need to.
What moves from Pipedrive, and what has to be rebuilt?
Moves as data
- People become contacts, and organizations become companies
- Deals keep their pipeline, stage, value and owner
- Calls, meetings, tasks and email activities land on the timeline
- Custom activity types get mapped to calls, emails, meetings or tasks
- Notes and products, with products on deals becoming line items
- Attachments, moved in a one-time pass after the main sync
- Deal participants and organization relationships, as labeled associations
Gets rebuilt or handled separately
- Pipedrive automations get rebuilt as HubSpot workflows
- Insights reports and dashboards get rebuilt in HubSpot
- Leads Inbox items need their own plan, since HubSpot's Smart Transfer list for Pipedrive doesn't include them
- Logged emails need their own plan, since HubSpot says they don't sync
- Files stored in Google Drive aren't in Pipedrive's export
- Visibility groups become HubSpot teams and permissions
What trips up a Pipedrive move?
Pipedrive moves look easy because the data is simple. The trouble hides in how Pipedrive exports and how HubSpot imports.
Only admins see everything. Pipedrive's global export is limited to global admins, and every export only includes data visible to the person running it. If a regular user runs it, deals in other visibility groups go missing with no warning. We run it from an admin login and check counts against Pipedrive's own totals.
Linked items export separately. Pipedrive says activities, notes and files linked to deals and contacts must be exported on their own. Exported files stay available for 28 days. We rebuild the links with Pipedrive's record IDs, so each note lands on the right deal.
Activities may need Data Hub. HubSpot's Smart Transfer tool can move Pipedrive data, but HubSpot says syncing Pipedrive activities needs a Data Hub subscription. Without it, we load activities through HubSpot's API instead.
Pipedrive is deal-first, HubSpot is contact-first. In Pipedrive, the deal is the center of everything. HubSpot puts the contact and company at the center and adds lifecycle stages, from subscriber to customer. We set those stages during mapping, so marketing lists and reports work from day one.
Custom fields drift. Teams that add fields freely end up with three fields for the same thing. We merge them during mapping instead of copying the mess into HubSpot.
How we move you off Pipedrive
Pipedrive accounts are usually smaller than Salesforce ones, so the work goes faster. The steps stay the same, because skipping the test is where moves go wrong.
Stage 1: Look at every pipeline and field
We list pipelines, stages, custom fields, activity types, automations and connected apps.
We pull fill rates for every custom field, find duplicate fields, and check which automations still run. We also note where Leads Inbox items, logged emails and Google Drive files live, since those need their own handling.
You get A short report of what moves, what gets rebuilt and what stays behind.
Stage 2: Decide where each field lands
Each Pipedrive field gets a HubSpot property, and each pipeline stage gets a HubSpot stage.
Activity types get mapped to HubSpot calls, meetings, emails or tasks. Users get matched to HubSpot users. We add the lifecycle stage and lead source fields Pipedrive didn't have.
You get A field map you approve before anything moves.
Stage 3: Move everything into a test account
We run the full move into a HubSpot test account and compare it with Pipedrive.
We compare deal counts per pipeline and stage, check activity counts per rep, and open a sample of deals with your team to make sure notes and files sit where they should.
You get A test report with counts, gaps and fixes.
Stage 4: Switch over
We freeze Pipedrive, run the final move and point forms and phones at HubSpot.
We take a full admin export first and keep it with you. Records changed since the test get picked up in the final run. Pipedrive stays available to look things up while the team settles in.
You get Reps working their deals in HubSpot, with Pipedrive kept as a backup.
Stage 5: Train reps on HubSpot's deal board
Short sessions by role, starting with the board view reps already know from Pipedrive.
Reps learn deals, tasks and calling from inside HubSpot. Managers learn the dashboards that replaced Pipedrive Insights. We add sequences and scripts once the basics stick.
You get A team using HubSpot daily, plus notes for new hires.
What happens to selling time during the switch?
Very little. Reps keep working in Pipedrive through the test. The freeze only covers the final move, which we plan for an evening or weekend. On the first morning in HubSpot, every rep's deals, tasks and history are already there.
When a fast-growing online education program moved off a spread of separate tools, we brought all of its contacts into one HubSpot database. Its reps now call from inside HubSpot, and first-call reps and closers each follow their own script. That's the kind of structure teams usually leave Pipedrive to get.
What you provide
- A Pipedrive global admin login, so the export includes every visibility group
- A HubSpot Super Admin login
- The automations you rely on, written down or shown to us on a call
- Where your files live, in Pipedrive or Google Drive
- Which Leads Inbox items are worth keeping
- A rep or two to check the test account
Not sure you should leave Pipedrive yet?
This page is for teams that have already decided. If you're still weighing the two tools, read our HubSpot vs. Pipedrive comparison first. It covers when Pipedrive is the better fit and what drives the cost of each.
Don't move to fix adoption, either. If reps don't update Pipedrive, they won't update HubSpot without a clear process and someone who holds them to it. Start with the process. Our migration checklist was written for Salesforce, but most of its steps apply to a Pipedrive move too.
Pipedrive to HubSpot migration questions
Why don't all our Pipedrive deals show up in the export?
Pipedrive only exports data that's visible to the person running the export. If a regular user runs it, deals in other visibility groups get left out. A global admin needs to run the full export.
Can HubSpot's deal board look like Pipedrive's?
Yes. HubSpot deals have a board view with stages as columns and cards you drag across, so reps see something familiar on day one. We match the stage names to your Pipedrive stages.
Will our Pipedrive emails come over?
Email activities can move with HubSpot's Smart Transfer tool. HubSpot says logged emails from Pipedrive don't sync, so we plan those separately or archive them. Going forward, reps connect their inboxes to HubSpot.
Why do Pipedrive activities need extra planning?
HubSpot says moving Pipedrive activities with Smart Transfer needs a Data Hub subscription. Without Data Hub, we load calls, meetings and tasks through HubSpot's API instead. We check your plan during the audit.
What happens to Pipedrive leads that never became deals?
They need their own step. HubSpot's Smart Transfer list for Pipedrive covers people, organizations and deals but not the Leads Inbox. We export the leads you want and bring them in as contacts, or as HubSpot leads if your reps will work them.
Related
More in HubSpot migrations
Show us your Pipedrive pipeline
Share your pipelines and how many reps use them. We'll tell you what a move involves and what HubSpot would add.