Migrate from Ascora to HubSpot

Ascora Customer stores both the person (name, email, phone) and the business. We split this into a HubSpot Contact (name, email, phone) and a HubSpot Company (business name, domain, industry). The primary site address from the Customer record becomes the Company address. Each Customer may have multiple Sites — additional site addresses attach as secondary company address records or as a custom site-association property.

Ascora Sites store site name, full address, site contact (name, phone), and access notes. We map the primary site to the Company address fields. Additional sites on the same Customer map to a HubSpot custom object (Site__c) with address fields, contact fields, and a lookup to the parent Company. Site access notes migrate as a custom text property on the Site__c record.

Ascora Job is the central operational record — it links a Customer, a Site, a Quote (if applicable), and a technician. We split the Job into two HubSpot objects: a Ticket (for service-work tracking, status, technician assignment, and custom form responses) and a Deal (if the job has a billable amount, for financial pipeline visibility). The Ticket and Deal are linked via a custom field so the relationship is preserved.

Ascora Quotes store quote amount, line items, status (Draft, Sent, Accepted, Declined), and expiry date. Each Quote links to a Customer and optionally to a Job. We map Quote to HubSpot Deal — Deal name uses the Quote number, Deal amount uses the Quote total, Deal stage maps from Quote status via value-mapping, and close date maps from expiry date. Line items map to HubSpot Deal line items.

Ascora Job status values (Quoted, Scheduled, In Progress, On Hold, Completed, Cancelled) map to HubSpot Ticket pipeline stages. Each status gets a corresponding Ticket stage via value-by-value mapping. We preserve the original Ascora status transition timestamps as HubSpot custom datetime fields so historical stage progression is auditable in HubSpot reporting.

Ascora stores trade type per job (Electrical, Plumbing, HVAC, Roofing, etc.). HubSpot Tickets have no native trade-type field. We create a custom pick-list property (Trade_Type__c) on the Ticket object and populate it from the Ascora Job type. Filterable and reportable in HubSpot dashboards.

Ascora Equipment records store asset type, serial number, installed site, maintenance schedule, and linked job history. HubSpot has no native equipment object. We create an Equipment__c custom object with custom fields for serial number (text), asset type (pick-list), maintenance frequency (number), and site association (lookup to Site__c). Equipment-to-job links migrate as custom lookup fields.

Ascora custom forms define field codes and labels for job-specific data entry — Project Sign Off By, safety checklist answers, parts used, and so on. We create matching HubSpot custom properties on the Ticket object using the Ascora field code as the property name. Field type mapping: text to text, number to number, dropdown to pick-list, checkbox to single-checkbox. HubSpot Starter tier limits property counts — we flag any migration exceeding the tier limit before the run.

Ascora Invoice stores line items, tax, payment status, and Xero/QuickBooks sync status. HubSpot has no invoice object — deals store line items for product quoting, not for billing. Invoice records migrate as Deal line items with a custom property storing the Ascora invoice ID and ERP sync status. Actual accounting and invoice PDF generation stays in Xero or QuickBooks, not in HubSpot.

Ascora stores staff records with name, trade, phone, and email. Staff assigned to jobs appear as the technician on each Job record. We create HubSpot contacts for each technician, storing their trade classification and contact details. Job-to-technician assignments migrate as a custom contact property on the Ticket (Technician__c). If a technician email matches an existing HubSpot user, we resolve the assignment to the HubSpot OwnerId.

Ascora file attachments on jobs (photos, job sign-off sheets, PDF invoices) re-upload to HubSpot Files and attach to the corresponding Ticket or Deal record. File size limits apply (HubSpot caps individual files at 25MB). Inline images in Ascora notes are downloaded and rehosted as HubSpot file attachments. The original filename is preserved for traceability.

Ascora tracks sync status with Xero or QuickBooks per invoice and job. HubSpot has no native accounting sync status field. We preserve the ERP sync state as a custom pick-list property (ERP_Sync_Status__c) on the Deal record with values: Synced, Pending, Failed, Not Applicable. Post-migration, re-establish the HubSpot-Xero or HubSpot-QuickBooks connection and re-enable the sync from the HubSpot side.