Migrate from OptimoRoute to HubSpot

OptimoRoute orders map directly to HubSpot deals — deal name is the order title or delivery address, amount is the order value if applicable. Custom order fields (time window, priority, driver assignment) migrate as HubSpot custom properties on the deal. Status field from OptimoRoute (Pending, In Progress, Completed) maps to HubSpot deal stage via value mapping.

When OptimoRoute orders have routing-specific fields that don't fit the standard deal model (multi-stop sequences, vehicle type requirements, skill-match flags), we create a HubSpot custom object called 'Delivery Order' so routing metadata is preserved without cluttering the deal record. Your HubSpot admin approves the custom object schema before migration.

OptimoRoute customers are delivery locations with a name, address, phone, and sometimes an email. We split this: the location name and address become a HubSpot Company record; the contact name and phone become a HubSpot Contact record associated with that company. If OptimoRoute stores a contact name separately from the location, both contact properties and company properties are populated.

OptimoRoute drivers have names, phones, emails, skills, work-hour configurations, and assigned vehicles. HubSpot users represent CRM users (sales reps, dispatchers). For driver records that should not become CRM users, we create a custom 'Driver' object with all OptimoRoute driver attributes preserved. Driver skills array maps to a custom multi-select property in HubSpot.

OptimoRoute vehicles have a name, type (van, truck, car), load capacity, features (refrigeration, liftgate), and assigned driver. HubSpot has no native vehicle object, so we create a custom 'Vehicle' object with these properties. Vehicle-to-driver assignment is preserved as a lookup property on the Vehicle custom object pointing to the Driver custom object.

OptimoRoute routes are optimized sequences of orders assigned to a driver on a specific date. We create a custom 'Route' object in HubSpot with route name, date, assigned driver (lookup), status, and a list of associated deal IDs representing the orders on that route. Route-level optimization data (total distance, estimated duration) is preserved as custom number fields.

OptimoRoute POD records include customer signature (image), delivery photo, and timestamp. These migrate as file attachments on the corresponding HubSpot deal. If the POD note field contains text (driver notes), it migrates as a HubSpot note on the deal. Original timestamps and driver name are preserved as note metadata.

OptimoRoute custom order fields (text, number, single-select) map to HubSpot deal custom properties with type-aware conversion. Single-select fields require value-by-value mapping: each OptimoRoute pick-list option is created as a HubSpot option label. Number fields with decimal places inherit that precision in HubSpot's number property.

OptimoRoute stores time windows as a start-time and end-time pair per order (e.g., 'Deliver between 2:00 PM and 4:00 PM'). We split this into two HubSpot datetime properties on the deal: Delivery_Window_Start__c and Delivery_Window_End__c. This preserves the constraint for reference even though HubSpot cannot enforce it natively.

OptimoRoute driver skills (e.g., 'Hazmat Certified', 'Forklift', 'Spanish Speaking') store as an array on the driver record. We map this to a HubSpot multi-select property called Skills__c on the Driver custom object. Option labels match OptimoRoute's skill names exactly so the rebuild reference is accurate.

OptimoRoute records each order status change with a timestamp and optionally a note (e.g., 'Out for delivery', 'Customer not home'). These are migrated as HubSpot engagement activities (tasks) on the deal, with the original timestamp and status label preserved in the task subject and description. This gives HubSpot users visibility into the full delivery history.

We store each OptimoRoute record's internal ID on the corresponding HubSpot record as a custom property named Source_System_ID__c. This enables delta-run de-duplication (so records modified in OptimoRoute during cutover are updated, not duplicated in HubSpot) and provides a traceable link back to the source system for audit purposes.