Migrate from OneAdvanced Legal to HubSpot

OneAdvanced clients map to HubSpot contacts for person-level records and HubSpot companies for firm-level records. Sole practitioners collapse to a single contact with the company name stored on the contact record. Where a OneAdvanced client has multiple matter holders, the primary company is set as AccountId and secondary associations are created as HubSpot Contact-to-Company Relationships.

Named contacts on a OneAdvanced client—such as fee-earner relationships, client representatives, and billing contacts—map one-to-one to HubSpot contacts. Email, phone, job title, and address fields carry forward as direct properties, preserving original data without transformation. If duplicate contacts share the same email, a merge is performed. Contact roles on matters are preserved using HubSpot association labels, retaining the specific relationship (e.g., lead counsel, referring attorney) in the CRM.

OneAdvanced matters (case files) map to HubSpot deals with the matter number stored as a custom field (Matter_Number__c), matter type stored as a custom pick-list (Matter_Type__c), and a reference link back to the primary client contact. Matter status (active, closed, on-hold) maps to deal stage with a custom status field. HubSpot's pipeline model requires one pipeline per matter type or practice area — each pipeline corresponds to a distinct deal stage set.

OneAdvanced supports parent-matter and sub-matter structures (e.g., a litigation matter with separate transactional sub-matters). HubSpot deals have no native hierarchy. We map parent-matter relationships by storing the parent matter ID as Parent_Matter__c on the child deal and create a HubSpot custom object (Matter_Link__c) with lookup fields to both the parent and child deal for reporting hierarchy.

OneAdvanced billable time entries — with fee-earner, date, duration, narrative, and billable/non-billable flag — do not map to any native HubSpot object. We create a HubSpot custom object Time_Entry__c linked to the matter deal via a lookup field, storing original entry date, duration in minutes, narrative text, and the fee-earner name. This preserves WIP (work-in-progress) data for billing continuity.

OneAdvanced fee earners (lawyers, paralegals, administrative staff) map to HubSpot users by email address. Unmatched fee earners are flagged before migration — teams either create HubSpot user accounts first or assign their records to a designated fallback user. Active/inactive status on the fee earner sets the HubSpot user to active or view-only respectively.

OneAdvanced documents attached to matters are downloaded and re-uploaded to HubSpot Files associated with the corresponding deal. SharePoint-connected documents (OneAdvanced stores some files in SharePoint) require OAuth access to the SharePoint instance — your team grants read access before migration so we can retrieve files. Original file names and create dates are preserved as HubSpot file metadata.

Matter-level notes in OneAdvanced map to HubSpot engagement notes on the associated deal. Original create dates are preserved; note authors are matched to HubSpot users by email. Rich-text formatting in OneAdvanced notes is converted to plain text with preserved line breaks.

OneAdvanced trust accounts and client ledgers (SAR/IOLTA-compliant billing structures) have no native HubSpot equivalent. We preserve trust-account references as read-only custom text fields on the HubSpot company record (Trust_Account_Ref__c) and map outstanding client balances to a custom currency field (Client_Balance__c). Cashiering logic and reconciliation must be rebuilt in HubSpot Commerce Hub or a connected legal billing tool.

OneAdvanced allows firm-specific custom fields on matters (e.g., court jurisdiction, opposing counsel, case reference numbers). Each custom matter property is created as a HubSpot custom property on the Deal object. Pick-list values are mapped value-by-value; long-text fields map to HubSpot multi-line text properties. The original OneAdvanced field label is stored in a migration reference property so admins can trace every field back to its source.

OneAdvanced billing records attached to a matter (invoices, credit notes, disbursements) map to HubSpot deal line items. Each billing line becomes a line item on the deal with description, quantity, and amount. Payment status is stored as a custom field on the line item. OneAdvanced invoice numbers are preserved in the line-item description for traceability.

OneAdvanced activity logs (status changes, document uploads, email logs) are mapped to HubSpot engagement timeline entries on the deal. Each activity type maps to a HubSpot engagement type (call, email, meeting, note). Original timestamps and the acting fee-earner are preserved.