Migrate from Clio to HubSpot

Clio clients map 1:1 to HubSpot contacts. Original create date is preserved as a custom field since HubSpot's Createdate reflects the migration timestamp. Email, phone, address, and name fields map directly. Clients without email are flagged for manual review. Additionally, any duplicate contacts detected by email or name are logged in a report for your team to resolve before the migration run, ensuring a clean HubSpot database from the start.

HubSpot has no native matter equivalent. On Enterprise we create a HubSpot custom Matter object with custom properties for matter number, practice area, responsible attorney, billing status, and matter open date. On lower tiers we use Deal records with equivalent custom properties — each option requires pre-migration schema creation.

Each Clio time entry becomes a HubSpot task. Task Subject is built from the matter name and date, Description contains the entry notes, and billable hours from Clio map to HubSpot's custom billable-hours property so revenue reporting stays accurate after migration.

Clio staff accounts resolve to HubSpot users by email match. Matters and time entries are re-assigned to the matched HubSpot owner. Staff without HubSpot accounts are flagged before migration — your team decides whether to invite them or assign their records to a fallback owner.

Clio matter status values (Open, Closed, On Hold, Pending) map to a HubSpot custom pick-list with identical values so status filtering works the same way after migration. If the Matter object is unavailable on your tier, status maps to Deal Stage instead.

Clio invoices, trust ledger entries, and trust balances have no native HubSpot equivalent. We preserve Invoice_Number__c, Amount__c, Status__c, Date__c, and trust balance as fields on a custom object — or on Deal custom properties if your tier lacks custom objects. Trust accounting must be handled via HubSpot integrations post-migration.

Clio matter notes and client notes map to HubSpot notes attached to the corresponding contact or deal record. Original create timestamps and author information are preserved as note body metadata so your matter history is fully auditable in HubSpot. If a note references a matter or client, we embed a reference tag in the note body linking it to the HubSpot record, enabling navigation between notes and the CRM entity.

Clio document files do not migrate automatically. We export the document metadata (filename, matter association, upload date) as a reference CSV and re-upload instructions are included in the rebuild deliverables. Your team uploads documents to HubSpot Files post-migration or retains Clio as a document archive.

Clio calendar entries map to HubSpot events with original start/end times, attendees, and location preserved. Events are linked to the corresponding matter contact or deal record so your calendar history is searchable in HubSpot after migration. Additionally, recurring events such as deposition reminders or court deadlines are migrated as recurring HubSpot events, preserving the original recurrence pattern so your team can maintain scheduled tasks without manual recreation.

Any Clio custom field — practice area, bar number, opposing counsel, matter type — requires a corresponding HubSpot custom property. We deliver a custom-field creation checklist before migration runs so your HubSpot schema is ready when data lands. Custom fields with text longer than HubSpot's 2,000-character limit are truncated and flagged.

Clio call logs, email threads, and meeting records map to HubSpot tasks (calls, emails) and events (meetings). Original timestamps, attendees, and outcome fields are preserved so activity history attached to each matter contact is intact in HubSpot. For calls and emails, the call duration, disposition code, and email thread ID are stored in custom properties on the HubSpot task, allowing your team to reference interaction details without leaving the CRM.

Clio tasks map 1:1 to HubSpot tasks. Subject, due date, assignee, completion status, and task body transfer directly. Open/closed status is preserved as a HubSpot task property so your matter task list is complete post-migration. Additionally, any subtasks or linked checklist items in Clio are recreated as secondary HubSpot tasks linked to the parent task via the hs_object_id reference, ensuring full hierarchy is maintained.

We store Clio's internal matter ID on the destination Matter object or Deal as Source_System_ID__c for traceability, delta-run de-duplication, and reconciliation against Clio's audit log after go-live. This field is required for the delta-pickup step. During subsequent delta runs, the Source_System_ID__c value is used to match records, preventing duplicates and enabling incremental updates without re-processing the entire dataset.