Migrate from FilePro to HubSpot

FilePro party or contact records map directly to HubSpot Contacts. The primary person name, email, phone, and address fields translate field-by-field. FilePro user-defined fields on the contact file become HubSpot custom properties. We preserve the original FilePro record ID in a custom property for traceability and enable delta synchronization by comparing source IDs against existing HubSpot records.

FilePro organisation or company records map to HubSpot Companies. Business name, ABN/ACN (preserved as custom property), address, phone, and website transfer directly. Parent-company hierarchy in FilePro maps to HubSpot's parent company association. We validate ABN/ACN formats against Australian Business Register standards and flag any invalid entries for manual review before creating the corresponding HubSpot company records.

FilePro matter or case records are the equivalent of HubSpot Deals. Matter name becomes Deal name, estimated value or fee estimate maps to Deal amount, and matter status (active/closed/pending) maps to pipeline stage values in HubSpot. We create a default pipeline with stages matching FilePro status values, and custom stage mappings can be configured during the mapping phase if your firm uses non-standard status codes.

FilePro document records and attached files are downloaded and re-uploaded to HubSpot Files. File metadata (created date, modified date, author) is preserved. Files are associated to the relevant Contact, Company, or Deal record after upload. We support both file path references and binary attachments from FilePro, extracting document content when accessible and preserving original file names in HubSpot's metadata.

FilePro time entries map to HubSpot Tasks with type 'Time Entry' and the duration recorded in the task subject or description. Billing records with invoice numbers are preserved as Notes for audit trail continuity. Each migrated time entry links to its parent Contact or Deal using HubSpot's association API, ensuring that billing history remains traceable within the CRM without requiring external financial system queries.

Every FilePro user-defined field requires a corresponding custom property in HubSpot. Field type determines HubSpot property type: text fields become single-line text, date fields become date pickers, numeric fields become number properties. Property names convert to snake_case. We also map FilePro pick-list values to HubSpot option sets, preserving all valid options and any inactive or archived values for reference during data validation.

FilePro links contacts to organisations using internal record numbers or file-relative positioning. We extract these linkages and create HubSpot association records between the migrated Contact and Company objects using HubSpot's association API. Association records are created after both the Contact and Company exist in HubSpot, with validation checks confirming that the linked record IDs correspond to successfully migrated entities.

FilePro matter participants and role assignments map to Deal-Contact associations in HubSpot. The role (e.g., opposing party, expert witness, client) is preserved as the association label or as a custom field on the association. We support multiple role assignments per contact-deal pair, capturing all participant types from FilePro without losing granularity during the migration process.

FilePro operator records are resolved to HubSpot users by email address match. Where FilePro operators have no email, they are flagged as unmatched and assigned to a fallback HubSpot user or created as a contact with a note for manual conversion.

FilePro notes and memos attached to matters or contacts migrate as HubSpot Notes. Original create date and author are preserved. Rich-text formatting in FilePro notes is converted to plain text where the format is incompatible. We maintain a formatting conversion log documenting which notes required simplification, allowing your team to assess whether manual reformatting of critical notes is necessary post-migration.