Migrate from Keap to HubSpot

Keap contacts map directly to HubSpot contacts. Email serves as the primary identifier for de-duplication across both platforms, ensuring each contact lands exactly once in HubSpot. Owner resolution runs by matching the Keap owner email against HubSpot users — any owners without a matching HubSpot account are flagged for your team to assign manually before the migration completes. Original contact create dates and last-modified timestamps are preserved as custom datetime fields for historical continuity and audit purposes.

Keap companies map to HubSpot companies using the website domain as the matching key for deduplication and association. Parent-child company hierarchies in Keap map directly to HubSpot's Parent Company lookup field. Any circular references between parent and child companies are flagged before the migration runs to prevent data integrity issues. Company create dates are preserved as custom datetime fields in HubSpot for historical reporting continuity.

Keap opportunities are transformed into HubSpot deals. Each Keap opportunity stage name is mapped value-by-value to a corresponding HubSpot pipeline stage, preserving the original sales process workflow. Probability percentages and forecast categories are reapplied per HubSpot's stage configuration. The opportunity create date is preserved as a custom datetime field in HubSpot to maintain historical deal tracking continuity.

Keap stores one pipeline per account, which translates to a single named pipeline in HubSpot. If your Keap setup uses custom pipeline stages with specific stage names and probability values, we create a corresponding HubSpot pipeline with matching configuration. Stage-enter timestamps from Keap are preserved as custom datetime fields to ensure reporting continuity after cutover.

Keap tags have no native HubSpot equivalent, so we split the tag data into two preservation strategies. High-frequency behavioral tags such as 'opted_in', 'webinar_attendee', or 'newsletter_subscriber' become HubSpot contact properties with true/false values to enable list filtering. Descriptive or categorical tags are preserved as a comma-separated custom property for reference and future list-building purposes.

Keap notes migrate as HubSpot engagement notes attached to the parent contact record. The original author and create timestamp are preserved for each note. When a note contains deal-specific context and a foreign key relationship exists to a Keap opportunity, we also associate the note with the corresponding HubSpot deal to maintain contextual information continuity across the migration.

Keap tasks map directly to HubSpot tasks with subject, status, due date, and priority preserved. Completed tasks carry their original completion timestamp. Uncompleted tasks inherit the original due date without modification. Task associations to contacts or deals are preserved via HubSpot's association API during the migration process.

Keap custom fields use an underscore prefix in the API (e.g., _CustomField). They require pre-creation in HubSpot as custom properties before migration data can land. We deliver a schema setup plan listing each Keap custom field name, the target HubSpot property name, and the data type so your HubSpot admin creates all required properties in advance of the migration run.

Keap invoice records have no native HubSpot equivalent and require a custom object build. We preserve the complete invoice dataset — including invoice ID, line items, totals, and payment status — as a HubSpot custom object with a lookup relationship to the related deal. As an alternative option, invoice line items can attach directly as deal line items if your team prefers that structure over a custom object.

Keap owner IDs are resolved to HubSpot users by matching the owner email address against HubSpot user accounts. If a Keap owner email does not match any existing HubSpot user, the affected deal or contact is flagged and assigned to a fallback owner specified by your team before migration completes. This ensures no record lands in HubSpot without a valid owner assignment.