Migrate from Leadrat CRM for Real Estate to HubSpot

Leadrat leads map directly to HubSpot contacts. The primary contact fields (name, email, phone, address) transfer 1:1 to their corresponding HubSpot contact properties. Portal source fields such as Magicbricks, 99acres, and Housing.com are preserved as custom contact properties in HubSpot, allowing teams to track which property portal generated each lead. This attribution data enables accurate performance analysis per portal, informing budget allocation decisions and ROI calculations for marketing campaigns.

Leadrat leads at early stages such as New Lead and First Follow-up can route to HubSpot's Lead object if your portal uses the separate Lead/Contact split model. This routing preserves early-stage leads in a distinct object before they qualify into full contacts, maintaining a clean separation between unqualified prospects and confirmed contacts in your CRM workflow. The decision point hinges on whether HubSpot's Lead status is enabled in your portal settings, which your admin can configure based on your sales process requirements.

Leadrat clients representing confirmed buyers or tenants migrate as HubSpot contacts with lifecycle_stage automatically set to 'customer' to reflect their progressed status in the buyer journey. The original client creation date is preserved as a custom property, maintaining historical accuracy for reporting and retention tracking. Assigned agent information transfers via owner assignment based on email matching. Additional client properties such as budget range and requirement type become custom contact properties in HubSpot, enabling targeted communication and follow-up strategies based on client preferences.

Leadrat property listings have no native HubSpot equivalent in the standard CRM data model. To preserve this critical real estate data, we create a HubSpot custom object called Property__c with comprehensive fields including property name, type (apartment/villa/plot/commercial), status (Available/Booked/Sold/Under Construction), price, location, bedrooms, bathrooms, and area in square feet. The custom object also includes a link to the parent Project__c custom object for developments with multiple units. This configuration requires a Sales Hub Enterprise or Data Hub subscription to access custom object functionality in HubSpot.

Leadrat projects representing residential complexes, commercial towers, or mixed-use developments become a HubSpot custom object called Project__c to maintain the hierarchical relationship between developments and individual units. Each Property__c record links to its parent Project__c via custom association properties, enabling queries such as all available units in a specific development. If the project includes a developer or builder entity, that organization maps to a HubSpot Company record, allowing you to track the builder's portfolio, past projects, and contact information within your CRM. This dual mapping preserves both the project context and the business relationship with the developer.

Leadrat follow-up tasks (call back, site visit, document collection) map to HubSpot Tasks with original due dates and assigned owners preserved via email match. Task priority in Leadrat maps to a custom priority property on HubSpot Tasks. Recurring task patterns are noted for HubSpot workflow rebuild.

Leadrat site-visit records become HubSpot Meetings as engagements linked to both the contact and the associated Property__c custom object, creating a complete record of property interest and viewing history. The original visit date and time transfer with full timestamp precision, and the attending agent is preserved via owner assignment based on email matching. Visit outcomes such as Interested, Not Interested, or Callback Requested are captured as a custom meeting property, enabling analysis of which property types and price points generate the strongest buyer interest. This data supports agent performance tracking and informs future property recommendations.

Leadrat call logs migrate as HubSpot engagement calls, with the full call duration, direction (inbound or outbound), and outcome recorded directly on the contact timeline for complete visibility into communication history. The original call timestamp transfers with precision, maintaining the exact date and time of each interaction. The assigned agent is preserved via owner assignment based on email matching, ensuring accountability and enabling performance analysis. Call outcomes such as Answered, Voicemail, or Not Reachable map to HubSpot's standard engagement call properties, and the entire call record appears chronologically alongside emails, meetings, and notes on the contact's activity feed.

Leadrat users are matched to HubSpot users by email. Unmatched users are flagged before migration; your team can invite them to HubSpot first or assign their records to a fallback owner. User roles in Leadrat (Admin, Manager, Agent) are noted for HubSpot permission-group setup.

Leadrat builder and developer records map to HubSpot Companies, preserving the business entity information that represents property developers and construction firms in your real estate network. Standard company properties such as type, number of projects, and established year transfer as custom company properties in HubSpot. Parent-child hierarchical relationships between builder entities in Leadrat, such as a parent development group with subsidiary construction companies, map via HubSpot's Parent Company field on the Company record. This preserves organizational structure and enables filtering by developer portfolio or regional presence within your CRM.

Leadrat attachments including property images, agreement PDFs, KYC documents, and site visit photos are downloaded from Leadrat's storage system and re-uploaded to HubSpot Files, where they become part of your HubSpot portal's file library. Each file is then linked to the corresponding contact, Property__c, or Project__c record via HubSpot's file associations, making documents immediately accessible from within each record. File size limits apply per HubSpot's platform constraints with a default of 25MB per file; larger files require alternative storage solutions or chunking. Image metadata and original filenames are preserved where possible to maintain document organization.

Leadrat's custom lead statuses including New Lead, First Follow-up, Visit Done, Negotiation, Site Visit Scheduled, Won, and Lost require value-by-value mapping to HubSpot custom pick-list properties since HubSpot's standard lifecycle_stage property doesn't capture internal sales-process stages. Each status value from Leadrat maps to a corresponding value in the lead_status__c custom property, preserving the exact stage progression your team uses to track deals. We deliver a comprehensive mapping table as part of the migration package so your HubSpot admin can configure the pick-list values with correct display names and ordering in HubSpot's contact property settings before migration begins. This ensures no historical pipeline data is lost or misaligned during the transition.