Migrate from Inspection Files to HubSpot

Each Inspection Files inspection becomes a HubSpot Deal. The inspection name maps to Deal name, amount maps to Deal amount if present, and the inspection status maps to the appropriate HubSpot pipeline stage. The inspection date becomes the Deal close date or a custom inspection_date field.

Inspection Files templates define the inspection form fields. These become a HubSpot custom object (Enterprise tier) or a set of custom properties on the Deal object. Template revision history is preserved as property-value snapshots per inspection record. This approach ensures that any custom logic embedded in the template, such as conditional fields or required validations, is documented for manual reconfiguration in HubSpot.

Inspection Files locations map to HubSpot Companies. The location name becomes Company name, address fields map directly, and latitude/longitude are preserved as custom number properties. Each inspection links to its primary location Company via the Deal.Company association. If a location has multiple sub-sites, each can be created as a separate Company with a parent-child relationship using HubSpot's Parent Company field.

Inspection Files assets (equipment, vehicles, infrastructure) map to a HubSpot custom object linked to the location Company. Asset maintenance history and last-inspection date become custom properties on the Asset object. N:1 asset-to-location relationships use the Parent Company field. This structure enables detailed tracking of asset health and maintenance schedules across multiple locations.

Inspection Files inspector accounts are matched to HubSpot users by email. Unmatched inspectors are flagged before migration — either invited to HubSpot or assigned to a fallback HubSpot user. Inspector name is preserved on the inspection record as a custom property for audit trail.

Inspection findings requiring follow-up map to HubSpot Tickets linked to the parent Deal. Finding severity and status become Ticket priority and status. Critical findings are surfaced as high-priority Tickets for immediate rep or CSM assignment. This integration ensures that urgent issues are promptly addressed and tracked within the CRM's native workflow.

Inspection photos are re-uploaded to HubSpot Files and attached to the corresponding Deal record. GPS metadata (latitude, longitude, timestamp) is preserved in the file description or as custom properties on the Deal. HubSpot's 25MB per-file limit is enforced during migration.

Free-text inspection notes and inspector comments become HubSpot Notes attached to the Deal. Original timestamps and the associated inspector name are preserved in the note metadata for full audit traceability. If notes contain sensitive data, you can set visibility restrictions in HubSpot to control who can view or edit them after migration.

Inspection Files scheduling rules and recurrence patterns do not have a direct HubSpot equivalent. We export the schedule configuration as a reference document. HubSpot workflows and sequences handle recurring inspection reminders after manual setup. The exported reference includes the original frequency, interval, start date, and any conditional criteria to guide your HubSpot workflow configuration.

Inspection completion timestamps, approval timestamps, and status-change history are preserved as custom datetime properties on the Deal. HubSpot's native activity timeline captures subsequent Deal activity separately. This ensures a complete audit trail for each inspection, supporting compliance requirements and providing visibility into all changes made before and after migration.