Migrate from Dispatch Pro to HubSpot

Dispatch Pro customers map directly to HubSpot contacts. The primary customer name, phone, email, and address fields transfer as standard HubSpot contact properties. Multi-contact jobs require secondary contacts to be created separately and associated via HubSpot's association model. If a customer has multiple service locations, each address can be stored as a custom property on the contact for quick reference during job scheduling.

When Dispatch Pro customers have a company name, they create or link to a HubSpot company record. The company name, domain, industry, and employee count map to HubSpot company standard properties. Companies without a name create individual contact records without a company association.

Dispatch Pro service addresses are stored as standalone address records linked to customers. HubSpot stores addresses on contacts or companies. We map the primary service address to the contact address fields and preserve additional service locations as a custom address field for reference.

Dispatch Pro jobs become HubSpot deals. Job name maps to deal name, job amount maps to deal amount, and job status maps to the destination deal pipeline stage. Each job's create date is preserved as a custom datetime field since HubSpot's CreatedDate reflects the migration timestamp.

Dispatch Pro job stages (Scheduled, En Route, In Progress, Completed, Cancelled) map to a custom pick-list field on the HubSpot deal. We preserve the original stage-transition timestamps as HubSpot deal activities or custom datetime fields for lifecycle reporting. This ensures that historical stage changes remain visible in the deal timeline, allowing you to analyze job duration and identify bottlenecks across your service operations.

Dispatch Pro technicians are resolved to HubSpot users by email match. Unmatched technicians are flagged before migration — your team can invite them to HubSpot or assign their jobs to a fallback owner. Technicians become HubSpot users with Sales Hub seat access for pipeline visibility.

Dispatch Pro job line items with materials and labor costs map to a HubSpot custom field capturing the serialized cost breakdown. If your team uses HubSpot Products, we can create product records and attach them to deals as line items during migration.

Dispatch Pro equipment records with serial numbers, make/model, and maintenance history map to a HubSpot custom object linked to the customer contact. HubSpot's custom object model supports equipment-to-contact associations, though rebuilding maintenance scheduling requires HubSpot workflows. You can also add custom properties to store last service date and next maintenance due, enabling automated reminders via HubSpot workflows for preventive care.

Job photos and attachments from Dispatch Pro re-upload to HubSpot as Files associated with the contact or deal record. Inline images in job notes are extracted and rehosted as HubSpot file attachments. File size limits per HubSpot storage apply. We preserve original file names and timestamps so your team can locate attachments quickly in HubSpot's file manager.

Dispatch Pro estimates map to HubSpot deals with a custom field indicating estimate status (Pending, Accepted, Rejected). Estimate line items and totals are preserved in the deal's custom cost fields. Accepted estimates trigger deal stage advancement. You can configure HubSpot workflows to automatically move the deal to the next stage when an estimate is accepted, reducing manual follow‑up and speeding up job dispatch.

Invoice totals, payment status, and invoice dates map to custom fields on the HubSpot deal. For recurring payment history, we create a Payment custom object linked to the deal for audit trail purposes. HubSpot's native invoicing requires separate configuration. You can later map these fields to HubSpot's invoicing module once it is enabled, aligning billing data with your workflow.

Dispatch Pro customer notes and job history entries migrate as HubSpot engagement activities (notes) on the contact timeline. Original timestamps and technician owner are preserved so the full service history is visible in HubSpot's contact record. This timeline view enables your team to quickly review past interactions and plan follow‑up actions without switching between systems.