Migrate from Empire SUITE to HubSpot

Empire Suite projects map directly to HubSpot deals. The project name becomes the deal name, start and end dates map to deal close dates, and budget amounts migrate to a custom currency field (Total_Budget__c). The project ID is stored as Source_System_ID__c on the HubSpot deal for traceability and delta-run de-duplication.

Each Empire Suite job under a project becomes a separate HubSpot deal linked to the parent project-deal via a custom lookup property (Parent_Project__c). Job-level financial fields — cost, billing amount, and status — become deal-level custom properties since HubSpot deals have no native sub-record for job-level accounting.

Empire Suite phases map to HubSpot deal stage names. Phase name becomes the stage label, and phase status values (Not Started, In Progress, Complete) map to corresponding HubSpot pipeline stage values via value-by-value mapping. Since HubSpot has no nested stage model, parent-child phase relationships collapse into a custom property (Parent_Phase__c).

Empire Suite cost codes (labor, materials, subcontract, equipment) have no native HubSpot equivalent. We create a custom multi-select or text property (Cost_Codes__c) on the deal and populate it with the source cost-code values per phase or job. Cost-per-hour and billing-rate fields map to custom currency fields on the deal record.

Each Empire Suite time-entry record becomes a note attached to the corresponding HubSpot deal. The note body contains hours worked, date, and a billing-status flag. Billable and non-billable amounts map to custom currency fields (Billable_Amount__c, Non_Billable_Amount__c) since HubSpot has no native billable-hours field on activities.

Empire Suite expense records migrate as notes on the associated deal. Expense amount, category (Travel, Materials, Equipment), vendor, and billing status each become custom properties on the deal. Category values require value-by-value mapping since HubSpot's expense category pick-list may not match Empire Suite's categories exactly.

Empire Suite file attachments (invoices, project plans, receipts) are downloaded and re-uploaded to HubSpot Files. The HubSpot file URL is stored in a custom property (Empire_SUITE_Attachments__c) on the related deal so the original attachment remains accessible from the HubSpot record.

Empire Suite users and contacts resolve to HubSpot contacts by email match. Users become deal owners in HubSpot via email resolution to HubSpot user accounts. Empire Suite full-name fields (no separate first/last) require a name-split transformation — we parse the full name and populate HubSpot's firstname and lastname properties.

Every Empire Suite custom field that has no HubSpot standard equivalent becomes a HubSpot custom property. We create the property in HubSpot before migration, map the field type (text, number, date, currency, pick-list), and populate values during the transfer. Custom pick-list values require value-by-value mapping against HubSpot's pick-list options.

Empire Suite custom objects map 1:1 to HubSpot custom objects. Custom-object relationships that are many-to-many in Empire Suite require HubSpot custom junction objects to preserve the association. We generate the junction object schema and include it in the migration plan before data transfer begins.

Empire Suite billing rules, approval chains, and job-costing automations do not transfer to HubSpot. These are destination-side logic that must be rebuilt using HubSpot's workflow editor, enrollment triggers, and sequences. We export a machine-readable definition of your Empire Suite automation rules as a rebuild reference for your HubSpot admin.