Migrate from BookingKoala to HubSpot

BookingKoala customers map 1:1 to HubSpot Contacts. Email is the primary key for deduplication. Customers without an email address are flagged for admin review before migration — they may need manual entry or a placeholder email domain. This ensures data integrity and prevents duplicate records after cutover.

BookingKoala providers map to HubSpot Contacts with a custom pick-list field (Provider_Type__c) set to 'Provider'. A custom junction object (Booking_Provider__c) links the provider Contact to each Deal so multiple providers per booking are preserved as a custom association. This approach maintains provider identity across all deals while keeping the native owner field functional for reporting.

Each BookingKoala booking becomes a HubSpot Deal. The deal name is prefixed with the BookingKoala booking ID for traceability (e.g., 'BK-12847 — Smith Clean'). Close date, amount, and deal stage (mapped from booking status) transfer directly. Booking_Koala_ID__c stores the source booking ID for delta-run de-duplication.

BookingKoala booking statuses (Pending, Confirmed, In Progress, Completed, Cancelled) map to a custom pick-list field (Booking_Status__c) on the Deal. HubSpot's dealstage is used for pipeline visibility but does not carry BookingKoala's full booking lifecycle — the custom field preserves it completely.

BookingKoala services map to HubSpot Products. Service name becomes the Product name; base price maps to the Product price field. Per-booking service pricing variations stored in Line Items attached to the Deal. All product SKUs are preserved as HubSpot product IDs to enable accurate inventory tracking and revenue reporting.

BookingKoala's industry concept has no HubSpot native equivalent. We create a custom pick-list field (BookingKoala_Industry__c) on the Deal and optionally map each industry to a separate HubSpot pipeline for reporting isolation. If you operate across several industries, this pipeline separation lets each unit view its own sales funnel without interference.

BookingKoala invoices map to HubSpot Line Items attached to the Deal. Invoice ID, payment status, payment method, and applied credits transfer as custom properties on the Deal. Partial payments create multiple Line Items or are consolidated into a single custom field if not billable per Line Item.

BookingKoala's spot count per time slot has no HubSpot native equivalent. We create a custom number field (Booking_Spots__c) on the Deal to preserve the availability data for reporting — this is informational and does not drive any HubSpot automation. It can be used in custom reports to analyze demand versus capacity across different time periods.

BookingKoala checklist items attached to a booking map to a custom object (Booking_Checklist__c) with a lookup to the Deal. Each checklist task becomes a record with status, description, and provider assignment fields. You can then build dashboards that show task completion rates per provider and highlight bottlenecks in service delivery.

BookingKoala referral credits attached to a customer record migrate as a custom number field (Referral_Credit__c) on the HubSpot Contact. Referral source information maps to a custom text field (Referral_Source__c). This lets you track the effectiveness of referral programs and attribute new bookings to specific referral sources for ROI analysis.

BookingKoala payment records (status, method, amount paid, amount due) migrate as custom properties on the Deal (Payment_Status__c, Payment_Method__c, Amount_Paid__c). Full invoice history may be appended as a multi-line text custom property or a separate custom object for audit purposes. This ensures complete financial traceability within the CRM and supports compliance audits.

BookingKoala's internal campaign automations and Zapier Zaps that trigger on booking events cannot be transferred to HubSpot. We export your automation definitions as a structured reference document so your HubSpot admin can rebuild equivalent workflows in HubSpot's workflow tool. The document includes step-by-step instructions and example configurations to speed up the rebuild process.