Migrate from Field Service Trakker to HubSpot

Field Service Trakker work orders become HubSpot deals. The work order number maps to Deal Name with a FST_WO_ prefix for traceability. Work order status (Scheduled, In Progress, Completed, Cancelled) maps to HubSpot deal stage via value mapping per pipeline. Original work order create date preserved as a custom datetime field since HubSpot CreatedDate reflects migration time.

Parts and materials used in Field Service Trakker work orders map to HubSpot Line Items linked to the Deal. Each line item carries product name, quantity, unit price, and cost. Inventory quantity fields do not migrate — those live in Field Service Trakker's stock management and require a separate inventory system or rebuild in HubSpot custom objects.

Field Service Trakker client records split into HubSpot Company (the business entity) and Contact (the primary service contact). Site-specific address fields from Field Service Trakker become HubSpot Company address properties. If multiple contacts exist per client site, additional contacts are added to the Company record. Customer billing information maps to custom fields on the Company.

Internal technicians who need HubSpot login access map to HubSpot Users. Subcontractor records map to Contacts tagged with a 'Subcontractor' property. Certification and skill data from Field Service Trakker becomes custom properties on both the Contact and User record. Technicians without HubSpot login receive a Contact record only.

HubSpot has no native asset object. We create an Asset custom object with fields for serial number, equipment type, manufacturer, model, install date, warranty expiry, and last service date. Asset records link to the HubSpot Company representing the customer site via a custom lookup field. Maintenance history from Field Service Trakker becomes child records or a linked activity log on each Asset.

Field Service Trakker service locations map to HubSpot Company records. Multiple service locations for the same client become separate Company records with a Parent Company field linking them. Site-specific notes (access codes, parking instructions) map to a custom property on each Company.

Field Service Trakker inventory items used in work orders map to HubSpot Products. Product name, SKU, description, and unit price migrate. Current stock quantity does not — HubSpot Products track pricing, not warehouse levels. For inventory-count tracking, a custom Inventory custom object is required.

Field Service Trakker invoices become HubSpot deals with stage set to Closed Won. Invoice number, invoice date, total amount, and payment status migrate as custom properties on the Deal. Full invoice PDFs are uploaded to the Deal as a HubSpot File attachment. If HubSpot's paid Invoice feature is enabled, invoice records can be created natively from deal data.

Field Service Trakker scheduled appointments map to HubSpot Meetings with original start/end times, assigned technician (linked Contact or User), and associated Deal. Appointment notes and dispatch instructions map to Meeting body text. Unscheduled but planned tasks map to HubSpot Tasks with due date and owner.

Any custom fields defined in Field Service Trakker on work orders (e.g., service type code, priority tier, contract ID) require HubSpot custom properties on the Deal object. We create each custom property in HubSpot with the matching data type and migrate values. Pick-list custom fields use value mapping to match Field Service Trakker option labels to HubSpot property options.

Field Service Trakker file attachments (photos, signatures, PDFs) linked to work orders are downloaded and re-uploaded to the corresponding HubSpot Deal as Salesforce Files-style attachments. Inline images in notes are extracted and re-hosted in HubSpot's file manager. File size limits apply — HubSpot handles files up to 250MB.

Field Service Trakker work order owners and dispatchers are matched to HubSpot Users by email address. Unmatched owners are flagged before migration — your team either creates the HubSpot User first or assigns records to a fallback owner. No deal lands in HubSpot without an assigned owner.