Migrate from Outlaw Practice to HubSpot

Outlaw Practice clients map directly to HubSpot contacts. Phone, email address, and bar_number fields migrate as native contact properties. Clients with multiple matters retain all matter associations as separate deal records linked to the same contact. This direct mapping preserves client identifiers and ensures that any related activities appear under the correct contact in HubSpot.

Outlaw Practice matters map to HubSpot deals. The matter name becomes the deal name, while the original matter creation date is stored in a custom Original_Create_Date__c field because HubSpot's built‑in CreatedDate timestamp reflects the migration run rather than the historic open date. Matter status, assigned attorney email, and any custom fields are also transferred to preserve the full lifecycle of each matter within the deal record.

Outlaw stores matter_type (Family Law, Criminal Defense, Estate Planning, etc.) as a matter property. HubSpot lacks a native matter‑type field, so we create a Matter_Type__c custom pick‑list on the deal object and populate it with each distinct Outlaw type value. This pick‑list enables pipeline filtering, reporting by practice area, and automated routing based on the matter category across your HubSpot instance.

Outlaw's conflict_check_date field has no HubSpot equivalent. We create a custom date field Conflict_Check_Date__c on the deal and preserve the original value. This is a pair-level gotcha — the conflict-check date is legal data that cannot map to any standard HubSpot field.

Outlaw's statute_of_limitations date migrates as a custom date field SOL_Date__c on the deal. No HubSpot standard field captures this legal deadline, and a missed SOL date is a high-severity risk — the field must land in HubSpot with correct values for attorney reminders.

Outlaw matter status values (Active, Pending, Closed, On Hold) map to HubSpot deal stage values. We create a stage mapping table per matter type if Outlaw uses type-specific status naming. Closed matters route to a Closed Won or Closed Lost stage by status value.

Outlaw time entries (hours logged per matter) aggregate into a single Billable_Hours__c number field on the deal. Fee structure (flat fee vs. hourly) migrates as a custom pick-list Fee_Structure__c. The actual invoice and trust-account ledger does not migrate — billing history is preserved as structured data rather than a ledger.

Outlaw calendar events with court dates, filing deadlines, and attorney appearances map to HubSpot Events. The matter (deal) attaches as a linked record. Original event start/end times and attorney owner names are preserved. Recurring court appearances map as individual Events.

Outlaw matter documents attach to the corresponding HubSpot contact or deal as Files. Document name, content type, and original upload date are preserved. HubSpot Files carry a 25 MB per-file limit — large document batches are split during migration and flagged if any file exceeds the limit.

Outlaw trust-account ledger data (client funds held in trust) has no HubSpot equivalent. HubSpot has no accounting model. Trust account balances are exported as a CSV attachment on the client contact record and must remain managed in Outlaw or a dedicated accounting tool post-migration.

Outlaw associates a single primary attorney and multiple staff roles per matter. The primary attorney maps to deal OwnerId by email match. Other staff roles (paralegal, billing contact) are stored as custom contact properties or in deal notes — HubSpot has no general-purpose role-label association model.

Outlaw allows custom fields per matter (e.g., case_number, judge_name, opposing_counsel). Each custom field is assessed for type: pick-lists become custom pick-list properties, dates become custom date fields, and text fields become custom text fields. Custom field creation is scoped during the pre-migration schema review.