Migrate from Estimate Rocket to HubSpot

Estimate Rocket stores client name and company name in one record. We split on company_name presence: records with a company name create both a HubSpot Contact and a Company, linking them via the primary company association. Records without a company name create a Contact only.

Estimate Rocket's Project maps to a HubSpot Deal. The project name becomes the deal name, estimated_value becomes the deal amount, project_status maps to a HubSpot pipeline stage via value mapping, and project_address migrates as a custom address property on the associated Contact or Company.

Estimate Rocket Estimates become HubSpot Quotes attached to the corresponding Deal. Line items (materials and labor) map to HubSpot Products and Line Items with unit price, unit cost, quantity, and discount preserved. The estimate number is stored as a custom Quote property for reference.

Estimate Rocket Invoices migrate as HubSpot Invoice objects linked to the corresponding Deal. Invoice number, total amount, status, and due date are preserved. Payment history and overdue flags are stored as custom properties since HubSpot Invoice objects track status changes separately.

Work Order records map to HubSpot Tickets with a custom 'Work Order Number' property, technician assignment as owner, scheduled date as a custom datetime property, and work-order status mapped to Ticket status via value mapping. Native job-dispatch features in Estimate Rocket require a separate scheduling rebuild.

Estimate Rocket Items with type 'material' or 'labor' become HubSpot Products. The item name, unit price, unit cost, and section classification migrate as Product properties. When attached to a Deal via an Estimate, the same item becomes a Line Item with quantity, discount, and the original unit cost preserved as a custom field.

Estimate Rocket appointments on the Schedule tab migrate as HubSpot Meetings with the original start/end time, assigned user as owner, and project reference stored as a custom property linking to the corresponding Deal. Technician assignments resolve by email match to HubSpot users.

Estimate Rocket time entries (clock-in/out, project, work type) have no direct HubSpot equivalent. We migrate them as a HubSpot Custom Object with fields for user, project reference, date, hours, and work type. The custom object is linked to both the User and the Deal for reporting.

Follow-up Campaign definitions (automated email sequences per project phase) do not migrate. We export the campaign structure — trigger conditions, email sequence steps, and timing — as a reference document for your HubSpot admin to rebuild in HubSpot Workflows. The underlying client contact data does migrate.

Estimate Rocket email templates with tokens and merge fields cannot be imported into HubSpot. We export your template definitions and token mappings so your HubSpot admin can recreate them using HubSpot's email template builder and personalization tokens.

Estimate Rocket users are resolved by email match to HubSpot users. If a HubSpot user account does not exist, the record is flagged and assigned to a fallback owner so no project or work order lands without an owner in HubSpot. This fallback owner is configurable and can be set to a generic admin user for audit purposes.

Estimate Rocket keeps an activity log of every action in the system. These are mapped to HubSpot Engagements: logged calls as Tasks, sent emails as Email activities, scheduled appointments as Meetings, and internal notes as Notes — all linked to the parent Contact or Deal with original timestamps.

Estimate Rocket allows custom fields on clients, projects, and items. We create corresponding HubSpot custom properties using the same label and field type (text, number, date, dropdown). Multi-select or conditional custom fields in Estimate Rocket are mapped to HubSpot dropdowns with a value-mapping table.