Migrate from Bizstim Business Management Software to HubSpot

Bizstim Client maps directly to HubSpot Contact. First name, last name, email, phone, and address fields migrate as HubSpot native properties. The Bizstim client ID is stored as Source_System_ID__c for delta-run deduplication. Client status (active/inactive) maps to a custom property since HubSpot uses lifecyclestage as its primary status model.

Bizstim clients are associated with a Funnel record by funnel_id. In HubSpot, this becomes a Deal linked to the Contact via the standard deal-contact association. The funnel's monetary value becomes the Deal amount, and the funnel_id is preserved as a custom text field on the Deal for traceability back to Bizstim.

Each Bizstim Funnel becomes a HubSpot Deal associated with one Contact. If multiple Bizstim funnels exist, each maps to a separate Deal on the same Contact — HubSpot's pipeline model allows multiple open deals per contact. Funnel name becomes Deal name; funnel value becomes Deal amount; funnel stage maps via value_mapping to HubSpot Deal stage names.

Bizstim funnel stages (e.g., Lead, Proposal, Negotiating, Won, Lost) map to HubSpot Deal stage pick-list values. We capture the original Biztim stage name as a custom field (Original_Funnel_Stage__c) so reporting shows the original pipeline step even if stage names are renamed on the HubSpot side. Stage timestamps are preserved as Engagement timestamps.

Bizstim Services store service names, group names, session counts, and default costs. These do not map to a native HubSpot object — we create a custom multi-select property (Primary_Services__c) on Contact listing the service names, and optionally create HubSpot Products for each service so they appear as line items in Deals. Service costs migrate as a numeric custom field (Service_Default_Cost__c).

Bizstim session records — including appointment date, practitioner, service, duration, and status — migrate as HubSpot Engagements. Completed sessions map as Meetings with the original start/end timestamps and the practitioner assigned as the HubSpot User owner. Cancelled or no-show sessions map as Notes with a status flag. The original session ID is stored as Source_System_ID__c on the Engagement.

Bizstim Practitioners map to HubSpot Users by email match. Each practitioner has a name and email that we match against existing HubSpot users. If no match exists, the practitioner is flagged before migration — your team either creates a HubSpot user first or assigns their session records to a fallback owner. Practitioner role (e.g., tutor, therapist) maps to HubSpot Team or is stored as a custom property.

Bizstim tracks payment records including amount, date, and payment method per client. HubSpot CRM has no native payment or invoice object. We migrate payment summary data — total paid, outstanding balance, last payment date — as custom properties on the Contact (e.g., Lifetime_Paid__c, Outstanding_Balance__c, Last_Payment_Date__c). Full payment history is preserved in a CSV export provided alongside the migration for manual reference or integration with an accounting tool.

Bizstim invoices carry invoice ID, amount, issue date, due date, and status (paid, outstanding, overdue). HubSpot does not have native invoicing. We store the most recent invoice ID (Bizstim_Invoice_ID__c), total invoiced amount (Total_Invoiced__c), and invoice status (Invoice_Status__c) as custom properties on Contact. Full invoice history is exported as CSV for reference or for loading into a separate invoicing tool post-migration.

Bizstim client notes field migrates to HubSpot Contact notes. Rich-text formatting is preserved where Bizstim supports it. For clients with lengthy notes history, we append practitioner-added session notes as separate Note engagements linked to the Contact so the full context is searchable in HubSpot.

Bizstim stores a client start_date representing when the client was first added. HubSpot uses first_conversion_date for lifecycle tracking but Bizstim's start_date is a client onboarding date, not a marketing conversion event. We store Bizstim start_date as Client_Start_Date__c so reporting can show tenure in the system regardless of HubSpot's lifecycle model.

Some Bizstim clients carry a portal username for client-self-service access. This has no HubSpot equivalent — we migrate it as a custom text field (Client_Portal_Username__c) on Contact. The portal login itself is a Bizstim-specific feature that cannot function in HubSpot and must be retired or rebuilt as a HubSpot customer portal.

Bizstim system users (admins, business owners) map to HubSpot users by email match. The user role in Bizstim — practitioner, admin, manager — maps to HubSpot roles and teams. Bizstim user IDs are preserved as Source_System_User_ID__c on HubSpot users for audit purposes.

Bizstim Funnel records include a 'worth' field representing the estimated value of the client opportunity. This maps directly to Deal amount in HubSpot. If the funnel has no worth value, the Deal amount is left blank — we flag these records for your team to populate manually or via a HubSpot workflow.

Bizstim clients have a text_reminders flag (1 or 0) controlling SMS appointment reminders. HubSpot has no native SMS reminder flag — we create a custom Boolean property (SMS_Reminders_Enabled__c) migrated from Bizstim's flag. HubSpot SMS reminders are configured via workflows on the HubSpot side using this property as a enrollment criterion.