Migrate from Aderant Expert to HubSpot

Aderant Expert Client maps directly to HubSpot Company. Client name becomes Company name. Client address fields map to HubSpot's address property group. Multiple Aderant Expert contacts per client collapse to HubSpot contacts associated with the single company. We also preserve the original client ID in a custom property (Original_Client_ID__c) for future reference and to support de-duplication if needed.

Aderant Expert Contact maps 1:1 to HubSpot Contact. Original contact IDs preserved in Source_System_ID__c for traceability. Multiple contacts per matter are associated to the same HubSpot Company via the company association. We also set the contact type (e.g., attorney, paralegal, client) as a custom pick-list property (Contact_Type__c) to maintain role information in HubSpot.

Aderant Expert Matter becomes a HubSpot Deal. Matter name maps to Deal name. Matter number stored as a custom property (Matter_Number__c). Matter status (open/closed/pending) maps to HubSpot dealstage with a value-mapping between Aderant Expert status pick-list and HubSpot pipeline stages.

Aderant Expert time entries are aggregated by matter and stored as custom number fields on the HubSpot Deal: Total_Hours__c, Total_Billable_Hours__c, Total_Non_Billable_Hours__c. Individual time entry records are not created as separate HubSpot objects — they roll up to the deal-level summary.

Aderant Expert bills map to HubSpot deal amount with invoice line items as Deal Line Items where HubSpot Professional/Enterprise is available. Invoice number stored as Invoice_Number__c, invoice date as Invoice_Date__c, and total billed amount as a custom currency field. This mapping preserves the financial history while allowing you to use HubSpot's reporting tools to analyze billing trends across deals.

Expense entries aggregate to deal-level custom fields: Total_Expenses__c, Expense_Category__c. Individual expense records are summarized per matter and stored as reference data on the associated HubSpot Deal. This approach keeps the deal record clean while preserving the full expense detail for reconciliation and reporting purposes.

Documents stored under Aderant Expert matters are downloaded and re-uploaded to HubSpot Files. Each file is associated to the corresponding HubSpot Deal via file-to-record linking. Original document names preserved. File size limits (HubSpot default 25MB per file) enforced during migration.

Aderant Expert eBilling guidelines (client-specific billing rules, rate restrictions, expense disallowances) are billing configuration with no HubSpot equivalent. We export these as a structured reference document for your finance team to configure in a separate billing or eBilling tool post-migration.

Aderant Expert users who are attorneys or timekeepers map to HubSpot Contact records with an Owner flag. Their email is used for HubSpot user matching. Users who do not have a HubSpot login are flagged for admin to create accounts before the migration runs.

Aderant Expert custom fields defined at the matter level are translated to HubSpot custom properties on the Deal object. Field data types are mapped: text → string, number → number, date → datetime, pick-list → HubSpot pick-list with value-by-value mapping.