Migrate from EZ Office to HubSpot

EZO asset records (serial number, asset tag, purchase date, condition) map to a HubSpot custom object named 'Asset Record'. The custom object is created in HubSpot Operations Hub Enterprise; it requires no additional subscription for the data migration itself. Core asset properties including warranty expiry, depreciation method, and assigned location are migrated as custom properties on this object.

EZO asset status (Checked Out, Available, In Maintenance, Retired) maps to a custom pick-list field (asset_status__c) on the Asset Record custom object. Values are mapped one-to-one; retired assets route to a closed status in HubSpot. The pick-list field allows your team to filter assets by status in HubSpot lists, workflows, and reports. Asset status updates in HubSpot can trigger workflow actions such as notifications or task assignments.

EZO hierarchical locations merge into a HubSpot Company record using the leaf-level location address as the primary address. The parent-location path is preserved in a custom text field (location_full_path__c) so admins can reconstruct the hierarchy after migration. If your team needs to preserve the full location tree structure with parent-child relationships, FlitStack can create a Storage Location custom object with lookup relationships to maintain the hierarchy in HubSpot.

Teams with complex location hierarchies — multiple warehouses, sub-locations, or rack-level addressing — can use a separate 'Storage Location' custom object in HubSpot to preserve the full tree structure. This is created at migration time if EZO contains more than one location level.

EZO vendors map directly to HubSpot Company records. A custom property (vendor_type__c) is set to 'Vendor' to distinguish vendor companies from customer companies in HubSpot. Vendor contact persons migrate as Company-associated contacts. Vendor details including email, phone, address, and payment terms are mapped to the corresponding Company properties. Purchase history and service records associated with vendors migrate as Purchase Record custom objects linked to the vendor Company.

EZO stock items (quantity on hand, reorder level, unit cost) map to a 'Stock Item' custom object. The quantity fields migrate as integer and currency custom properties. Stock item-to-asset associations migrate as lookup relationships in HubSpot. SKU and item name become standard properties on the Stock Item object. Bundle groupings of stock items are preserved as junction records linking Stock Items to their parent Asset Bundle custom object.

EZO users and members with names and email addresses map to HubSpot Contacts directly. Email is the unique identifier for de-duplication. Users without an email address become HubSpot contacts with a placeholder domain ([email protected]) flagged for review. During the audit phase, your team provides email mappings or assigns these records to a fallback contact. Custody log entries referencing unmatched users are preserved with the original EZO user name in a separate field for manual cleanup.

EZO check-in/check-out logs and custody-verification records migrate as a 'Custody Log' custom object with lookup to the parent Asset Record. Each log entry preserves the original timestamp, from-user, to-user, and transfer type. HubSpot's engagement timeline surfaces this as an audit trail.

EZO bundles and packages — grouped assets issued together — map to a HubSpot 'Asset Bundle' custom object with a many-to-many junction to individual Asset Record instances. Bundle membership migrates as junction records to preserve the group relationship. In HubSpot, bundle membership queries require cross-object filters in lists and workflows, unlike EZO's native bundle view. Your HubSpot admin should configure association labels and workflow triggers for bundle-based automation after migration.

EZO custom reports (utilization, depreciation, maintenance KPIs) have no direct equivalent in HubSpot's CRM reporting model. FlitStack preserves the report metadata and field references as a rebuild brief for HubSpot dashboards. Asset-level analytics can be rebuilt using HubSpot's custom object reporting or a connected BI tool.

EZO documents and attachments linked to asset records are downloaded and re-uploaded to HubSpot's file storage, then associated to the matching custom object record by ID. File size limits follow HubSpot's 25MB per file default. If files exceed this limit, FlitStack splits the upload or flags the file for manual handling. All file metadata including original filename, upload date, and file type is preserved in HubSpot's file properties.

EZO purchase orders associated with assets or vendors migrate as 'Purchase Record' custom objects with links to the related Asset Record and Vendor Company. HubSpot does not have a native purchase order module; rebuild options include a custom object or a third-party procurement integration.