Migrate from Lawmatics to HubSpot

Lawmatics contacts map to HubSpot Contacts. Every record is matched by email — duplicates are flagged before insert. Lawmatics contacts without an email address are imported with a placeholder email ([email protected]) and flagged for manual cleanup. The contact's primary phone, job title, and address fields map directly to HubSpot's standard Contact properties.

Lawmatics company records map to HubSpot Companies. We use the domain field from Lawmatics to set HubSpot's domain property, enabling automatic company creation on contact import. Lawmatics company hierarchies (parent/child) map to HubSpot's parent company association, with the top-level company resolved first to prevent circular-reference errors during bulk load.

Lawmatics Matters are the core migration object. Each Matter becomes a HubSpot Deal — the Matter name maps to Deal name, Matter status maps to Deal stage via a value-mapping table, and Matter monetary values map to Deal amount. We create one HubSpot Deal per Matter. If a Matter has no associated value, the Deal amount field is left blank and the firm sets its own convention for pipeline reporting.

Lawmatics links each Matter to a primary Client contact and may link additional associated contacts. In HubSpot, the primary contact is associated via the Deal's default contact role. Additional contacts are added via HubSpot association labels (Primary Contact, Co-Counsel, Referring Attorney). If the firm does not use association labels in HubSpot, we collapse all secondary associations into a single note on the Deal summarizing the full Matter contact roster.

Lawmatics custom intake fields (e.g., Date of Incident, Prior Arrests, Case Type, Opposing Counsel) map to HubSpot custom properties on the Deal object. We create each custom property in HubSpot with the matching field type — date fields become date properties, pick-lists become dropdowns, and free-text fields become single-line text. Lawmatics field dependencies (fields that appear only when a prior field takes a certain value) are preserved as notes on the property for the firm's HubSpot admin to rebuild as conditional logic in HubSpot forms.

Client-level custom fields that Lawmatics attaches to the Contact record (e.g., referral source, bar number, preferred contact method) map to HubSpot custom properties on the Contact object. These are created in HubSpot before the migration run. For contacts that exist in multiple Matters with conflicting field values, the most recent value wins and the prior value is appended to a migration_notes custom field for audit.

Lawmatics Matter statuses (e.g., New Lead, Consultation Scheduled, Contract Sent, Won, Lost) map to HubSpot Deal stages via a value-by-value mapping table. Each Lawmatics status becomes a corresponding HubSpot pipeline stage. Probability weights from Lawmatics are not natively transferable and are reapplied in HubSpot by the firm's admin per their forecast model. We preserve the original status-transition timestamps in a custom datetime property for continuity in reporting.

Lawmatics intake form submissions (the raw data captured when a prospect fills out a web form) are preserved as Deal properties in HubSpot. HubSpot does not have a native intake-form object equivalent, so the form field values land as custom properties on the associated Deal. The firm's HubSpot admin rebuilds the intake form using HubSpot's native form builder, mapping each field to the migrated custom property for future submissions.

Lawmatics notes attached to a Matter or Contact map to HubSpot timeline notes on the corresponding Contact or Deal. Original note body text, author, and create timestamp are preserved. Rich-text formatting from Lawmatics is simplified to plain text during import — bullet points and basic HTML are retained; complex nested tables are flattened to plain text with a warning note to the firm.

Lawmatics file attachments (PDFs, Word documents, images) are re-uploaded to HubSpot Files and attached to the associated Contact or Deal record. Lawmatics document filenames are sometimes stored as internal identifiers (e.g., '1357219.pdf') — we use Lawmatics' document metadata (title, matter reference) to rename files to human-readable names (e.g., 'Engagement Letter - Smith v. Jones.pdf') during import. File size limits from Lawmatics are respected; files exceeding HubSpot's 250MB limit per file are flagged for manual upload.

Lawmatics timeline activities — emails, calls, meetings, and tasks — map to HubSpot engagement timeline events on the Contact record. Each activity type maps to its HubSpot engagement counterpart: calls become Call engagements, emails become Email engagements, meetings become Meeting engagements, and tasks become generic engagement notes. Original timestamps, owners, and subject lines are preserved. Automated emails sent via Lawmatics (e.g., drip sequences) are not transferred — those are rebuilt in HubSpot after migration.

Lawmatics users (attorneys, paralegals, intake staff) are matched to HubSpot users by email address. Unmatched users are flagged before migration — the firm either invites them to HubSpot first or assigns their records to a designated fallback owner. Active vs. inactive status from Lawmatics maps to HubSpot user status. Lawmatics role-based permissions (custom roles) do not transfer; those must be configured in HubSpot's native roles and permissions settings.