Migrate from Bidtracer to HubSpot

Bidtracer contacts migrate as HubSpot Contacts. Bidtracer's primary_company field maps to the Contact's primary CompanyId association. Bidtracer's bidirectional contact-company associations become HubSpot Company associations — the primary company is set from the primary_company flag; others become secondary associations. During test migration we validate that each Contact receives the correct primary CompanyId and that any extra company links are stored as secondary associations, ensuring the full relationship graph is replicated in HubSpot.

Bidtracer companies map directly to HubSpot Companies. Parent-company hierarchies (if used) map to HubSpot's parent_company_id field. Multi-location companies become multiple Company records with a shared parent CompanyId. During the audit we detect any duplicate company names and resolve them using additional identifiers such as address or website, ensuring each HubSpot Company record is unique and correctly linked to its parent.

Bidtracer's bid records are distinct from contacts and companies but share a deal-like structure. Each Bidtracer bid becomes a HubSpot Deal. The Bidtracer bid record fields (bid_type, estimate_value, bid_status_code, project_number, invite_count) map to custom Deal properties in HubSpot. Before the migration you must create these custom properties in HubSpot, and the bid_status_code values are translated into named deal stage values that your admin defines in the pipeline settings.

Bidtracer's bid_status_code values (bidding, awarded, lost, withdrawn) have no native HubSpot equivalent. We map each Bidtracer code value to a named HubSpot deal stage. Stage names must be pre-created in HubSpot's pipeline settings before the migration runs. The mapping table is delivered as part of the migration plan.

Bidtracer lifecycle values (prospect, active_project, closed_won, closed_lost) differ from HubSpot's standard lifecycle stages. We map each Bidtracer value to the closest HubSpot equivalent: 'prospect' maps to 'lead', 'active_project' maps to 'customer', and closed values map to 'customer' or 'evangelist'. For ambiguous terms we assign a fallback stage and flag the record for your admin to review after migration.

Bidtracer's invitation-to-bid tool stores subcontractor invite history per bid. The invite count, invite dates, and invite_type (open, selective, by-trade) migrate as custom properties on the Deal record: invite_count__c, invite_date__c, invite_type__c. Full subcontractor contact lists migrate as HubSpot Contacts associated with the Deal, preserving the original invite relationships. During test migration we verify that the invite counts match and flag any discrepancies for correction before the full run.

Bidtracer project records have no direct HubSpot equivalent. For most tiers, project data maps to HubSpot Tickets or lives as a set of custom Deal properties (project_name__c, project_address__c, service_type__c) attached to the associated Deal. HubSpot Enterprise required for true custom object migration of project records.

Bidtracer estimating tool outputs (line items, total estimate) do not map to any native HubSpot object. We store the final estimate value as a custom number property (estimate_value__c) on the associated Deal. Detailed line-item data is exported as a reference document and re-uploaded to HubSpot Files.

Bidtracer file attachments from any module — plans, specs, addenda, photos, O&M documents — are re-uploaded to HubSpot Files and attached to the corresponding Contact, Company, or Deal record. File size limits (up to 250MB per file in HubSpot) are enforced; files exceeding this are flagged before migration.

Bidtracer owner IDs are resolved by email match against HubSpot users. Unmatched owners are flagged before migration. You can invite them to HubSpot first or assign their records to a fallback HubSpot owner — no record lands without an owner assignment.