Migrate from D-Tools to HubSpot

D-Tools Client records (name, address, phone, website) map directly to HubSpot Company. D-Tools stores the primary contact on the client record; that contact migrates separately as a HubSpot Contact associated via Company association. Multi-location clients with separate D-Tools location records map to additional address properties on the HubSpot Company.

D-Tools Contact (name, email, phone, job_title, address) maps 1:1 to HubSpot Contact. Owner resolution happens by email match against HubSpot users. Contacts without a D-Tools client association land as unassociated HubSpot Contacts and are flagged for manual association before the full migration commits.

D-Tools Project has no native HubSpot equivalent — it combines deal data (name, value, stage), site location, milestone phases, and task lists. We split the D-Tools Project into a HubSpot Deal (for pipeline stage and deal amount) and a D_Tools_Project__c custom object linked via a custom lookup field on the Deal. The deal name uses the D-Tools project name; the custom object stores location, milestone status, and phase data.

D-Tools Locations entity stores site address and room-level detail for each project. HubSpot has no Locations object. We store the primary project location as a custom address property on D_Tools_Project__c. For multi-location D-Tools projects, additional locations are stored as a JSON-formatted string property or separate D_Tools_Location__c records linked to the project custom object.

D-Tools Milestones represent project phases (Design, Procurement, Installation, Commissioning). Multiple D-Tools milestone records per project merge into a single Milestone_Status__c pick-list property on D_Tools_Project__c with values representing the most recent milestone reached. Phase-entered dates migrate as milestone-specific custom date fields (e.g., Design_Completed_Date__c) on the custom object.

D-Tools Tasks with checklists and due dates tied to a project map to HubSpot Tasks associated to the D_Tools_Project__c record. D-Tools task status (complete/incomplete) translates to the HubSpot Task completion flag. D-Tools sub-checklist items are stored as a multi-line text custom property on the task since HubSpot Tasks do not support nested checklists natively.

D-Tools Service Plans include billing frequency, price (dynamic or fixed), and feature list. HubSpot has no native subscription or service-plan object. We create a D_Tools_Service_Plan__c custom object with fields for plan_name, billing_frequency, monthly_price, and dynamic_flag. Each plan is associated to the D-Tools Client (now HubSpot Company) via a lookup relationship. Recurring billing must be handled by a third-party integration post-migration.

D-Tools Invoices generated from projects carry line-item detail and payment status. Invoice headers (number, date, total, payment status) migrate as D_Tools_Invoice__c custom fields on the associated HubSpot Deal. Line-item detail (product, quantity, price) migrates as HubSpot Deal Line Items linked to the same Deal. D-Tools payment transactions migrate as activity notes on the Deal.

D-Tools Integrated Product Library items (manufacturer, part_number, description, list price) map to HubSpot Product records. The HubSpot Product Name uses the D-Tools product name; manufacturer and part_number store as custom properties. D-Tools dealer-specific pricing requires a custom price property on the HubSpot Product since HubSpot Products support only a single list price without quantity-based tiers.

D-Tools Change Orders modify accepted proposals post-contract. Each change order has a description, value delta, approval status, and product adjustments. We create a D_Tools_Change_Order__c custom object with change_order_name, description, value_delta, approval_status, and a lookup to the associated D_Tools_Project__c. The Deal Amount is not automatically updated — a HubSpot Workflow triggers on change order approval to prompt the admin to update the Deal Amount manually.

D-Tools time entries record labor hours against a project or service call, including technician, date, hours, and description. These map to a D_Tools_Time_Entry__c custom object with technician_name, entry_date, hours, description, and a lookup to the related D_Tools_Project__c. D-Tools owner/technician records without HubSpot user matches are stored as text properties and flagged for owner resolution before final migration.

D-Tools users (sales reps, technicians, project managers) are matched to HubSpot users by email address. D-Tools user IDs are stored as Source_Owner_ID__c on migrated records for traceability. Unmatched D-Tools owners are flagged in the migration plan — teams either invite them to HubSpot first or assign their records to a fallback HubSpot user.

D-Tools Workflow Rules trigger notifications and field-update actions on SI entities when criteria are met. HubSpot Workflows operate on CRM records and have a different trigger/action model. D-Tools workflow definitions cannot be migrated — FlitStack exports the rule definitions as a JSON reference document that a HubSpot admin can use to rebuild equivalent HubSpot Workflows manually after migration.

D-Tools Report Definitions define grouping and parameters for pre-built and custom reports. HubSpot's reporting model is contact-company-deal-centric and does not support D-Tools-style project grouping. Report definitions are exported as reference documentation; HubSpot Custom Reports must be rebuilt by the team post-migration. The underlying data (projects, clients, contacts) is present in HubSpot, but the grouping and parameter logic does not transfer.

D-Tools Company (the business-name record distinct from Client in some configurations) maps to HubSpot Company. In D-Tools Cloud, Client and Company may overlap depending on configuration — we deduplicate based on name + domain match before migration to prevent duplicate HubSpot Companies.