Migrate from Legal Case Tracker to HubSpot

HubSpot has no native legal-matter object. We map each Legal Case Tracker case to a HubSpot Deal record in a dedicated legal-services pipeline. Pipeline stages (Intake, Active, Discovery, Trial, Closed) map to HubSpot Deal Stage values. Case-level custom fields (statute of limitations, venue, opposing counsel) migrate as custom properties on the Deal.

Client contacts map 1:1 to HubSpot Contacts. Name, email, phone, address, and firm association all transfer directly. If the contact has no email, we map to a Company record with contact details stored as custom properties. During mapping, we deduplicate contacts by email address — if two Legal Case Tracker records share the same email, they merge into a single HubSpot Contact with both case associations.

Opposing parties without an existing firm record in HubSpot are created as HubSpot Contacts linked to a placeholder Company record. Opposing counsel details store as custom properties on the Contact. Multiple defendants on one case get individual Contact records associated to the same Deal via Deal Contact Roles.

Documents attached to cases download from Legal Case Tracker's file storage and re-upload to HubSpot Files, linked to the corresponding Deal record. File size limits (25 MB per file in HubSpot) apply; oversized files are flagged for manual handling. Version history is preserved as a custom text field on the Deal.

Court hearings, deposition dates, and filing deadlines map to HubSpot Meetings with the original start/end timestamps and description preserved. Meetings link to the corresponding Deal via association. All-day events and multi-day hearings store the full date range in Meeting start/end fields.

Case-related tasks and reminders (filing deadlines, client follow-ups, opposing counsel calls) migrate as HubSpot Tasks with due dates, owners, and status preserved. Completed tasks carry their completion timestamps. Open tasks are set to the original priority level from Legal Case Tracker.

Billable hours per case do not map to a native HubSpot object. We create a custom currency field (Total_Billable_Hours__c) and a custom number field (Hours_Logged__c) on the Deal, and append a detailed time log as a HubSpot Note with the original entry date, attorney name, and description. Your billing system consumes the Deal-level totals.

Case expenses migrate as a custom currency field (Total_Expenses__c) on the Deal and a detailed expense log appended as a HubSpot Note. Expense categories (filing fees, deposition costs, expert witness fees) store as a custom multi-select pick-list field on the Deal for reporting purposes.

Legal-specific case attributes that have no HubSpot equivalent (court venue, statute-of-limitations date, case number, referral source, insurance carrier) are created as custom properties on the Deal object before migration. We generate a custom-field manifest based on your Legal Case Tracker field inventory and deliver it for your HubSpot admin to create before data lands.

Party-role labels (Plaintiff, Defendant, Expert Witness, Opposing Counsel) map to a custom pick-list property on the Contact (Party_Role__c) and are also recorded via HubSpot Deal Contact Roles for reporting. Multi-party cases on a single Deal create multiple Contact Role entries with distinct role values.

Logged emails and phone calls associated with a case migrate as HubSpot Email and Call engagement records, linked to the Contact and the Deal. Original timestamps, direction (sent/received), and subject lines are preserved. If the source stores email body content, it migrates as a Note attached to the record.

Free-form case notes migrate as HubSpot Notes with the original create date, author (mapped by email to HubSpot user), and body content. Rich-text formatting is preserved where the source export supports it. Notes are associated to both the Contact and the Deal.