Migrate from Case UI to HubSpot

Case UI client records map to HubSpot Contacts with their primary firm data as a linked Company record. Client name splits into firstname and lastname on the Contact. If the client is a business entity, the company name maps to the Company object and the contact maps as a secondary Contact under that Company.

Client email, phone, address, and website properties map directly to HubSpot Contact properties with the same names. Multiple phone numbers on a Case UI client record map to HubSpot's phone and mobilephone properties. Email addresses are validated for format and duplicates before import, while address fields are split into street, city, state, and zip components when possible. Website URLs are preserved as-is and will display in the Contact's website property.

Case UI client status values (active, pending, closed, archived) map to HubSpot lifecycle_stage values via a value-mapping table. Active maps to 'customer'; pending maps to 'lead'; closed maps to a custom 'former_client' lifecycle value; archived maps to 'evangelist' for reference.

Each Case UI case record maps to a HubSpot Deal. The dealname uses Case UI's matter title or case number. Case-type categories (family law, criminal defense, civil litigation) map to HubSpot pipeline names or a custom deal property for routing.

Case UI case status values (open, pending, waiting_on_client, closed_won, closed_lost) map to HubSpot Deal stage values via per-pipeline value mapping. Stage probabilities and forecast categories are applied from HubSpot's standard stage configuration. The mapping is documented in a config file your admin can review and adjust before migration, preserving original status labels for audit purposes.

Case UI billing rate (hourly, flat fee, contingency) and fee amount migrate to HubSpot Deal custom properties (Billing_Type__c, Fee_Amount__c) since HubSpot has no native billing arrangement field. Original billing currency is preserved. Billing type is a picklist for straightforward reporting, and fee amounts map to the Deal's amount field with currency metadata preserved.

Case UI assigns a responsible attorney to each case. Owner resolution matches the attorney email in Case UI to a HubSpot user by email. Unmatched attorneys are flagged before migration — the firm either creates HubSpot user accounts or assigns records to a fallback owner.

Statute of limitations date, court jurisdiction, opposing counsel, case number, and referral source from Case UI migrate as HubSpot custom properties on the Deal object (Statute_of_Limitations__c, Court_Jurisdiction__c, Opposing_Counsel__c, Case_Number__c, Referral_Source__c). These custom fields are created in HubSpot's UI or via API before migration, and they support date, text, and picklist types matching the original data formats. After migration, they appear on the Deal record for immediate use and reporting.

Case UI stores a separate billing contact on the client record. The billing contact name, email, and address migrate as custom properties on the HubSpot Contact (Billing_Contact_Name__c, Billing_Contact_Email__c) since HubSpot does not have a native billing contact sub-record for billing reconciliation.

Case UI activity logs, time entries, and notes migrate as HubSpot Deal engagements. Notes map to HubSpot Notes. Time entries map to Tasks with the duration recorded in the task description. Original timestamps and attorney attribution are preserved for audit and reporting.

Case UI document attachments on case records re-upload to HubSpot Files linked to the corresponding Deal. File size limits apply (HubSpot's 25MB per file). Inline document references in notes are downloaded and rehosted as HubSpot File attachments to preserve original file names and metadata.

Case UI stores a lead or referral source on the client record. This maps to HubSpot's hs_analytics_source field on the Contact for source reporting continuity. If Case UI uses a custom source taxonomy, it migrates as a custom pick-list field.