Migrate from CosmoLex to HubSpot

CosmoLex Client records map to HubSpot Companies. The firm name becomes Company Name, address data maps to street/city/state/zip properties, and phone maps to the primary phone property. Multi-office clients create multiple Company records linked by a parent-company custom property.

CosmoLex Contact records map to HubSpot Contacts 1:1. First name, last name, email, phone, and job title transfer directly. Each Contact is linked to its parent Company (from the CosmoLex Client). Unassigned contacts receive a default placeholder Company record.

CosmoLex Matters map to HubSpot Deals — each legal matter becomes a Deal record in HubSpot's pipeline. Matter name becomes Deal name, matter number is stored as a custom property (Matter_Number__c), and matter status (Active, Closed, Pending) maps to HubSpot pipeline stage values. We deliver a stage-mapping plan before migration so you can configure HubSpot pipeline stages to mirror your matter lifecycle.

The CosmoLex responsible attorney and matter staff map to HubSpot Deal Owner by resolving the attorney's email against HubSpot user accounts. Unmatched attorneys are flagged for your HubSpot admin to assign a fallback owner or invite the user to HubSpot before the full migration runs.

CosmoLex matter types (e.g., Family Law, Personal Injury, Corporate) have no native HubSpot equivalent. We create a Matter_Type__c custom pick-list property on Deals and map each CosmoLex matter type to the corresponding HubSpot pick-list value. You configure the pick-list options in HubSpot during setup.

CosmoLex allows multiple contacts per matter with roles (Attorney, Paralegal, Client, Opposing Counsel). HubSpot Deal Contact Roles handle most role mappings (Attorney maps to Decision Maker, Client maps to Business User). Custom roles outside the standard set are preserved as a custom multi-select property on the Deal.

CosmoLex time entries do not map cleanly to HubSpot. We export time entries as a CSV with matter reference and attach them as a linked file on the HubSpot Deal record. Total billable hours are summarized in a custom Number field (Total_Billable_Hours__c) on the Deal for reporting purposes.

CosmoLex invoice and billing records have no HubSpot equivalent — HubSpot does not handle legal invoicing or trust accounting. We export invoices as a CSV linked to the corresponding Deal record. For financial reporting, your firm will need to maintain CosmoLex billing data separately or export final invoices before decommissioning.

CosmoLex trust account balances and IOLTA records cannot transfer to HubSpot. HubSpot has no trust accounting module. We recommend exporting trust account data as a separate financial report from CosmoLex before migration and maintaining those records in a dedicated legal accounting tool going forward.

CosmoLex documents attached to matters are downloaded and re-uploaded to HubSpot Files associated with the corresponding Deal. File size limits apply (HubSpot default 25MB per file). Documents are linked by matter number so the file context is preserved in HubSpot's file manager.

CosmoLex matter notes migrate as HubSpot Engagement Notes on the corresponding Deal record. Original timestamps and author information are preserved. Rich-text formatting is retained where the note format supports it.

Any CosmoLex custom fields on Client, Matter, or Contact records are recreated as HubSpot custom properties on the equivalent object (Company, Deal, Contact). We deliver a custom-field creation plan as part of the migration package so your HubSpot admin can pre-configure the schema before data lands.