Migrate from Case.one to HubSpot

Case.one matters map to HubSpot Deals because both represent revenue-trackable entities with stages, amounts, and close dates. The matter number and case type become custom text properties. Matter open date and close date migrate as custom datetime fields for historical continuity. If the firm tracks retainer balances, those become custom currency fields on the deal.

Named parties from Case.one (plaintiff, defendant, opposing counsel, expert) map to HubSpot Contacts. The party role within the matter becomes a custom pick-list property (Party_Role__c) on the contact, optionally linked to the deal via a custom junction object if the same person appears in multiple roles across matters. Primary attorney assignments become the contact's OwnerId.

Organizations named in Case.one matters (law firms, corporate clients, opposing parties) map to HubSpot Companies. Company domain, address, and industry are carried over directly. Multi-party organizations within a single matter collapse to the primary Company record with the contact linked via primary association.

HubSpot has no native time-tracking object. Case.one time entries (date, duration, attorney, billing rate, description) become a custom object linked to the Deal via a lookup field. This preserves the full time-entry history per matter without cluttering the contact record. Billing rate and amount calculate from the migrated rate fields.

Case.one invoices and LEDES-formatted bills have no HubSpot equivalent. We create a custom Invoice object linked to the Deal, storing invoice number, date, amount, status (sent/paid/overdue), and the original LEDES billing code as a text field. Line items migrate as a long-text custom field for reference.

Case.one tasks within a matter map directly to HubSpot Tasks. Original due dates, assignees, and matter linkage (via custom property) are preserved. Completed status and completion timestamps carry over. Court-deadline tasks get a custom pick-list flag (Court_Deadline__c) for prioritization.

Case.one notes on matters migrate as HubSpot Notes attached to the corresponding Deal. Rich-text formatting is preserved where possible. Original author and create date are stored in HubSpot's native note metadata. Notes from specific case milestones (deposition, settlement conference) get a custom property for categorization.

Documents attached to Case.one matters re-upload to HubSpot Files linked to the corresponding Deal. File size limits (25MB per file in HubSpot) apply; large document sets are batched. Document names and matter context are preserved in the file description field. Version history from Case.one is not replicated in HubSpot.

Case.one calendar events map to HubSpot Events with original start/end times preserved. Court dates get a custom checkbox (Is_Court_Date__c) and court jurisdiction stored in a custom text field. Events are linked to the Deal representing that matter. Recurring court appearances require manual recreation in HubSpot's event recurrence settings.

Case.one custom fields per matter — such as court jurisdiction, billing arrangement (hourly/flat/contingency), referring source, and case subtype — migrate as HubSpot custom properties on the Deal. Pick-list values are mapped one-by-one to HubSpot pick-list options. Cross-field dependencies (e.g., court jurisdiction gating billing arrangement options) cannot be enforced in HubSpot without workflow rebuilding.

Case.one users (attorneys, paralegals, admins) resolve to HubSpot Users by email match. If Case.one users have no email in the system, they are flagged for admin assignment. Inactive Case.one users become inactive HubSpot users to preserve historical attribution on time entries and notes.

Case.one billing arrangements (hourly, flat fee, contingency, pro bono) map to a HubSpot custom pick-list. Each value migrates one-to-one. If Case.one uses custom billing arrangement names, we create matching HubSpot pick-list options. Retainer balance amounts migrate as a custom currency field on the deal.