Migrate from MRI Software to HubSpot

MRI multi-site architecture has no HubSpot equivalent — site context must be encoded manually

MRI's site-scoped database model means a single MRI deployment can represent multiple distinct property portfolios, each with its own entity isolation and access controls. HubSpot has no multi-site or entity-scoped architecture — all records live in a single CRM instance. We preserve site context by adding a custom Site_Code__c property to every migrated Company and Contact, but HubSpot lists and views filtered by this property require manual setup and ongoing maintenance. Teams that rely on MRI's site-level access controls will need to implement HubSpot's sharing rules or create separate HubSpot accounts per portfolio.

MRI lease financial data (payment ledgers, AR) has no native HubSpot home — payment history becomes engagement notes

MRI stores complete rent-roll data with per-payment date, amount, method, and balance remaining. HubSpot Deals carry a single Amount field and close date — there is no native accounts-receivable ledger, no payment schedule object, and no concept of partial payments against a deal. We migrate payment history as engagement notes attached to the Deal, prefixed with PAYMENT: so they are readable in the Deal timeline. Financial auditors or property managers who need a running AR balance must pull the payment history export from MRI as a reference document or implement a separate accounting workflow post-migration.

MRI API rate limits require staged extraction across multiple sites — large portfolios extend migration planning

MRI partner API keys allow 1,000 requests per five-minute rolling window, with manifest structure cached for 24 hours. On-premise MRI clients may need local manifest refresh before the migration connector can discover object schemas. For portfolios spanning 10+ sites with 1,000+ units each, this rate limit requires staged API extraction over multiple hours. We handle batching and retry logic automatically, but the extraction phase for large MRI datasets can take 12–24 hours before the transformation pipeline begins.

HubSpot lifecycle stage and contact-based billing model does not apply to MRI tenant data

HubSpot uses lifecycle_stage to track contact progression through marketing funnel states (Subscriber, Lead, MQL, SQL, Customer). This model is a marketing automation construct — it has no meaning in a property management context where tenants do not follow a marketing funnel. We do not auto-populate lifecycle_stage on migrated tenant contacts. If your HubSpot subscription bills based on marketing contacts, migrated tenant records will count toward your CRM contact limit but will not naturally fit the lifecycle-stage model your marketing team uses for lead nurturing.

MRI workflows and payment automation sequences do not migrate — they must be rebuilt in HubSpot

MRI automates rent escalation calculations, payment reminder sequences, lease renewal alerts, and late fee assessments as platform-native logic. HubSpot has no equivalent to these property-management automation constructs. We do not migrate automation logic. Rent escalation rules, payment reminder workflows, and renewal alert sequences require rebuild using HubSpot's workflow builder, which uses enrollment triggers and contact property conditions — a fundamentally different logic model than MRI's scheduled rule engine. We provide a workflow audit export from MRI as a rebuild reference for your HubSpot admin.