Migrate from Entrata to HubSpot

Entrata residents map directly to HubSpot contacts — first name, last name, email, phone, and address fields translate 1:1. Resident status (current vs. former) is preserved via a Lifecycle_Stage__c custom field and the lease-end date stored on the associated deal record.

Entrata leases carry rent amount, security deposit, lease term dates, and unit assignment. These split across a HubSpot deal (for the unit and term) and a line item (for monthly rent and deposit amounts). The deal associates to the contact and the company (property) record for full relationship visibility.

Each Entrata property or community becomes a HubSpot company record. Property name maps to company name; address, city, state, and zip map to standard address fields. We create HubSpot company properties for building-specific data (year built, total units, property type) that do not map to native HubSpot company fields.

HubSpot has no native unit object. We create a HubSpot custom object (available on Enterprise plans) named 'Unit' with properties for unit number, floor plan, bedrooms, bathrooms, square footage, and monthly rent. Each unit record links to the parent property (Company) via a lookup relationship.

Entrata leasing prospects map to HubSpot contacts with lifecycle stage set to 'lead' or 'marketing qualified lead' based on Entrata's prospect status field. Move-in date and desired unit type migrate as custom properties so sales teams can prioritize follow-up based on intended lease start.

Entrata work orders map to HubSpot service tickets. The ticket subject carries the unit number and issue type; description captures the work order details. Priority maps to ticket priority (low/medium/high/urgent). Open work orders import as open tickets; completed ones import as closed tickets with resolution notes.

Entrata vendors become HubSpot company records with a Vendor_Type__c custom pick-list (HVAC, Plumbing, Electrical, Landscaping, etc.) and insurance expiration date stored as a custom property. The vendor's contact person maps as a secondary contact on the company record if present in Entrata.

HubSpot does not store financial transactions. Rent payments, charges, and ledger entries from Entrata are exported to a structured CSV with resident name, unit, date, amount, and payment method. The file is delivered for import into your accounting system or for reference in financial reconciliation.

Entrata staff members with email addresses are matched to HubSpot users by email. Unmatched staff (e.g., former employees no longer active in Entrata) are flagged — their records are assigned to a fallback HubSpot owner so data lands without orphaned owner references.

Pet information attached to a resident in Entrata (pet type, breed, weight, vaccination records) migrates to a Pet_Information__c custom property on the HubSpot contact. If multiple pets exist, they are stored as a comma-separated text block or as multiple custom property instances based on your preference.

Notes attached to residents, leases, or units in Entrata become HubSpot engagement notes on the corresponding contact or company record. Documents (lease agreements, addenda) upload to HubSpot Files and attach to the deal or contact record so they remain accessible at the point of use.

Entrata stores an owner or property manager association at the property level. This maps to a Owner_Name__c custom property on the HubSpot company record. If the owner is an individual, they also become a HubSpot contact with a property-manager role label for clear association.