Migrate from Assembly Neos to HubSpot

Assembly Neos person-type contacts map directly to HubSpot Contacts. The contact's primary firm (if represented by a company) resolves to a HubSpot Company via the contact's firm_name field. Original Assembly Neos create dates and last-modified timestamps are preserved as custom datetime properties.

Assembly Neos company/firm records map to HubSpot Companies using the Companies API for record creation and updates. Firm address, phone, website, and industry properties translate directly via field-level mapping. Multi-office firms with one Assembly Neos company record get one HubSpot Company entry — branch office locations surface as additional address records or address custom properties on the same company, ensuring all physical locations are captured for geographic reporting.

Assembly Neos matters map to HubSpot Deals as the primary translation. Matter name becomes Deal name; matter number becomes a custom Deal property (Matter_Number__c). Practice area, case type, court, and opposing counsel map to custom Deal properties. Matter status (Open/Closed/Pending) maps to Deal stage values configured per pipeline.

HubSpot has no native practice-area taxonomy. We create a custom pick-list property (Practice_Area__c) on the Deal object and populate it with Assembly Neos practice-area values. If Assembly Neos uses freeform text, we map distinct values to pick-list options for consistency.

Case type from Assembly Neos (e.g., Personal Injury, Family Law, Commercial Litigation) migrates as a custom pick-list property on the Deal object via HubSpot's custom property API. Unique Assembly Neos case-type values are enumerated during the pre-migration audit phase and mapped to HubSpot pick-list options in the Field Mapping Document. This preserves your firm's case-type taxonomy and enables reporting by matter category without requiring custom report builds.

Assembly Neos assigns attorneys and paralegals to matters by user record. We match the Assembly Neos user email to a HubSpot user by email — if a HubSpot user exists, the Deal owner is assigned automatically. Unmatched attorneys are flagged for your admin to create HubSpot users or reassign before the migration runs.

Court name, jurisdiction, and judge information have no native HubSpot equivalent — these become custom text or pick-list fields on the Deal object. We create Court_Name__c, Jurisdiction__c, and Judge__c fields during the pre-migration schema setup using HubSpot's custom property endpoints. For jurisdictions with standardized naming conventions, we configure these as pick-list fields to maintain data consistency across all matter records.

Assembly Neos documents attached to matters are downloaded and re-uploaded to HubSpot Files, linked to the corresponding Deal (matter) record. File size limits (HubSpot default 25MB per file) are respected; files exceeding the limit are flagged for manual chunking or alternative storage.

Assembly Neos case notes migrate to HubSpot as Notes linked to the Deal record. Rich-text formatting is preserved where possible. The most recent case note content can optionally populate the Deal description field for quick reference in the deal card view.

Trust account balances are legal-specific data with no HubSpot equivalent. We migrate the balance as a custom currency field (Trust_Balance__c) on the Contact or Company record for reference. The financial operations of the trust account must be managed in separate accounting software — HubSpot does not support IOLTA ledger logic.

Assembly Neos time entries and billing invoices have no HubSpot CRM equivalent. Time entries can be preserved as a custom object (Time_Entry__c) with hours, rate, description, and matter link — or exported as a reference CSV. Invoice history requires separate rebuild in HubSpot's billing integration or a third-party tool.

Opposing counsel name and party information from Assembly Neos matter records map to custom text fields (Opposing_Counsel__c, Opposing_Party__c) on the Deal object. If the opposing party exists as a Contact in HubSpot, we create an association link using HubSpot's contact-to-deal association model, enabling bidirectional reference between the opposing party record and the matter deal.

Insurance fields from Assembly Neos matter records — including carrier name, policy number, and claim number — become custom text properties on the Deal object. During schema setup, we create Insurance_Carrier__c, Policy_Number__c, and Claim_Number__c using HubSpot's custom property API. These fields enable your team to track insurance details for each matter directly within the HubSpot deal record without requiring navigation to external systems.

Assembly Neos allows firm-defined custom fields per matter or contact. We audit your custom field inventory, map each to a HubSpot custom property (for standard objects) or a HubSpot custom object (for relational data). Complex custom fields with pick-list values require value-by-value mapping during the migration plan.