Migrate from MerusCase to HubSpot

MerusCase Contacts (client and party records) map directly to HubSpot Contacts. Email address, phone, name fields, and address data transfer 1:1. Owner resolution matches MerusCase staff assigned to the contact against HubSpot users by email address. During migration, we verify each contact's email uniqueness and flag any duplicates for resolution before the full import commits.

MerusCase firms and organizations stored as Companies map to HubSpot Companies. Company name, domain/website, address, and industry fields transfer directly. Parent-company relationships in MerusCase become HubSpot Company associations. We also map the primary contact assigned in MerusCase to the HubSpot Company record, ensuring the firm hierarchy and contact associations are preserved during the migration.

HubSpot has no native Case object. We create a Matter custom object in HubSpot that mirrors MerusCase case file structure: case name, case type (practice area), case status, responsible attorney, opposing counsel, and court information become custom properties on the Matter record.

MerusCase Parties (plaintiff, defendant, witness, expert) are merged into HubSpot Contacts with a Party_Role__c custom property identifying their legal role in the case. Multiple parties per case are associated via the Matter custom object. Each party's contact information—including email, phone, and address—is transferred completely, while the legal role designation ensures proper case context is maintained in HubSpot.

MerusCase's billing ledger (charges, time entries, expenses) is not a native HubSpot object. We map ledger entries to Deal line items where possible, or to a Charges custom object associated to the Matter. UTBMS task codes, activity codes, and expense codes become custom properties on each line item.

MerusCase case-linked activities migrate as HubSpot Engagements. Original activity date, description, and staff owner are preserved. Activities not tagged to a specific contact are linked to the associated Matter custom object instead. Engagement type mapping translates MerusCase activity types (Telephone Call, Meeting, Note) to their HubSpot equivalents, ensuring the activity history reflects accurately in your HubSpot portal.

MerusCase custom fields (up to 50) map to HubSpot custom properties on the Matter custom object. Field type is preserved — Date stays a date picker, Currency maps to a number with a currency label, Yes/No becomes a boolean checkbox property. Text fields map to HubSpot single-line or multi-line text based on character count.

MerusCase built-in case types (Workers' Compensation, Criminal Law, Personal Injury, Employment/Labor) map to a Case_Type__c pick-list property on the Matter custom object. Firm-specific custom case types are added as additional pick-list values during schema setup. This ensures all practice area designations from MerusCase are represented in HubSpot and can be used for filtering, reporting, and workflow triggers.

MerusCase documents are exported as a per-case ZIP archive. These are re-uploaded as HubSpot Files and manually associated to the corresponding Matter record post-migration. The original document filename and folder structure are preserved in the file metadata. Documents exceeding HubSpot's 25MB per-file limit are flagged for alternative storage solutions, ensuring no case materials are lost during the transition.

MerusCase Workflows triggered by Activity Tag or description text have no direct HubSpot equivalent. We export the workflow definitions as a reference document for your HubSpot admin to rebuild in the HubSpot workflow builder. Migration covers data only. The exported workflow reference includes trigger conditions, action sequences, assigned staff members, and any conditional logic configured in MerusCase, providing your team with a complete blueprint for recreation.