Migrate from Jarvis Legal to HubSpot

Extract Jarvis data via API with UUID audit

We connect to the Jarvis API to extract contacts, clients, matters, time entries, invoices, and documents. Critical step: we extract the complete list of custom field UUIDs from Jarvis Settings > Fields and map each UUID to a human-readable label. This prevents custom field data from landing in HubSpot without a corresponding property. We validate relationship integrity — every contact has a client, every matter has a client — before building the migration plan.

Create HubSpot properties and map UUIDs to internal names

Before loading data, we create all required HubSpot custom properties for matter billing fields (invoice_total, invoice_status, invoice_date), time tracking totals (total_billable_hours), and source system IDs. Each Jarvis UUID gets a corresponding HubSpot internal property name. This step also includes creating the deal stage pick-list values that match your Jarvis matter statuses — pre-migration alignment avoids stage mapping gaps that would require post-load corrections.

Migrate companies and contacts before matters

HubSpot requires Accounts before Contacts (via AccountId lookup) and Contacts before Deals (for deal contact roles). We sequence the load: Companies first, then Contacts with AccountId assignment, then Deals with owner resolution. Time entries and invoices load as deal custom properties after the deal record exists. Documents attach to the deal after the deal ID is confirmed. Owner IDs resolve by email match — unmatched owners are flagged for your team to create in HubSpot or assign to a fallback.

Run sample migration with field-level diff

A representative slice migrates first — typically 50–200 records spanning contacts, companies, matters, time entries, and a few documents. We generate a field-level diff showing source value vs. destination value for every mapped field. You verify matter status mapping, billing property population, owner resolution, and document attachment. Sample validation typically surfaces at least one pick-list alignment issue or owner gap that needs correction before the full run.

Execute full migration with delta-pickup window

Full migration runs against HubSpot using bulk import for contacts, companies, and deals, with API calls for documents. A 24–48 hour delta-pickup window captures any records modified in Jarvis during cutover — your team keeps working in Jarvis through this window so no new data is missed. Audit log captures every operation. One-click rollback is available if post-migration reconciliation shows data gaps that require reprocessing.

Deliver workflow reference documentation for rebuild

We provide a written reference document describing each Jarvis workflow: trigger conditions, actions, and sequence logic. Your HubSpot admin uses this to rebuild automations in HubSpot's workflow builder. We do not migrate workflows — honest disclosure — but we give your team the blueprint to rebuild them without reverse-engineering from scratch. The document includes screen-by-screen instructions for recreating common automation patterns.