Migrate from Dibcase Legal Case Management to HubSpot

Dibcase clients map directly to HubSpot Contacts. Client name splits into firstname and lastname properties; email, phone, and address fields map to their HubSpot equivalents. Attorney bar number and primary practice area migrate as custom contact properties. Any additional client metadata from Dibcase is preserved as custom properties on the Contact record.

If Dibcase stores the client's employer or referral organization, that data maps to a HubSpot Company record. Each contact links to its associated company via HubSpot's company association feature. Unaffiliated clients land as contacts without a company link. Referral sources and employer information are preserved as company properties.

Dibcase cases map to HubSpot Deals using the practice area as the pipeline name. Case status (Active, Deferred, Closed) maps to Deal stage values via value mapping. Case ID, claim type, and disability evaluation date become custom Deal properties. Case value and close date transfer to the Deal amount and close date fields.

For firms with complex SSD/VA data — multiple claim types, hearing outcomes, ERE history — we create a Matter custom object in HubSpot (Enterprise only). The Deal links to the Matter custom object via a lookup relationship, keeping case data separate from deal pipeline data. Non-Enterprise firms use custom properties on the Deal instead.

Dibcase documents and SSA/VA merge templates have no native HubSpot equivalent. We export document metadata and re-upload files to HubSpot Files. The actual SSA and VA merge-field templates with embedded field logic must be rebuilt inside HubSpot's document generation workflow or a connected legal document platform.

HubSpot has native engagement objects for calls, emails, meetings, and notes. All activity timestamps and owner attribution from Dibcase map directly without transformation. SMS activities from Dibcase map to HubSpot Calls or logged activities with a custom SMS flag property to preserve the communication type.

Dibcase tasks map to HubSpot Tasks with original due dates, assigned users resolved by email match, and completion status. Case-linked tasks inherit the corresponding Deal association so task context follows the case record throughout the migration. Open and completed task states map to HubSpot task status values.

SSD-specific fields — disability evaluation outcome, ERE submission date, hearing date, appeal status — do not exist in HubSpot natively. We create custom contact and deal properties for each. On non-Enterprise tiers, custom property limits apply and we prioritize the highest-value fields during the schema audit.

Dibcase staff and attorney records map to HubSpot Users by email address. Unmatched users are flagged before migration. You can either invite them to HubSpot first or assign their records to a fallback owner — no record lands without a HubSpot user. User active/inactive status is preserved during the mapping.

Dibcase's ERE batch queue processing — SSA data downloads, exhibit pulls, staged uploads — is SSD-specific workflow automation with no HubSpot equivalent. We preserve ERE batch identifiers and status as custom deal properties. The automation logic must be rebuilt using HubSpot Workflows or an external integration service.

Dibcase SMS threads map to HubSpot Calls or logged Tasks with a custom SMS thread ID property. Thread continuity is not preserved — new SMS threads start inside HubSpot. Client phone number is used as the linking field. SMS timestamps and content are migrated to preserve communication history.

Dibcase time tracking entries (hours, billing rate, attorney) have no native HubSpot equivalent. We store the last logged time entry as a custom property on the Contact and Deal for billing reference. Full time-and-billing history requires a legal billing integration post-migration such as Clio or PracticePanther.

Dibcase fee tracking and billing data map to custom contact properties. HubSpot does not have native legal billing capabilities. Firms needing time-and-billing functionality must implement a third-party integration with a legal accounting tool post-migration to maintain complete financial tracking.