Migrate from Patent Hive to Freshsales

Direct map. All standard contact fields migrate to Freshsales Contact. Source contacts without an associated company link to a default placeholder Account to satisfy Freshsales' AccountId requirement on Contact records. Any missing email addresses are flagged and corrected before migration to ensure each Contact has a unique identifier in Freshsales. Custom fields on the source Contact are pre-created as Freshsales custom fields, with field types matched during the audit.

Records flagged as leads in the source split to Freshsales Lead rather than Contact. Freshsales Lead requires conversion mapping rules (Admin > Leads > Conversion Settings) to be pre-configured so contact, account, and deal fields transfer correctly at conversion time.

Direct map. HubSpot-style company hierarchies (parent/child) map to Freshsales Account's Parent Account field. Multi-company associations on a single contact collapse to a primary AccountId plus Account Contact Relationships in Freshsales. If a source contact links to multiple companies, we select the primary company as the AccountId and create additional Account Contact Relationship entries for the secondary companies. Parent-child hierarchies are preserved using Freshsales' Parent Account lookup.

Direct map. HubSpot deal pipelines map to Freshsales Sales Pipelines. Each pipeline requires its own pipeline configuration in Freshsales with named stages, probabilities, and forecast categories. Stage values map value-by-value. Before migration, the Freshsales Admin creates each pipeline and defines its stages, probabilities, and forecast categories. If the source uses custom probability values, we replicate those as stage-level probability overrides in Freshsales to maintain forecast accuracy.

HubSpot pipeline becomes a Freshsales Sales Pipeline. Freshsales supports multiple independent pipelines from the Growth plan. Each pipeline holds its own stage set, probability model, and currency — key for teams with multiple business units or product lines. If a source pipeline uses a specific currency, we map it to the corresponding Freshsales pipeline's currency setting, and any exchange rate considerations are handled outside the migration as a post-import step.

Stage names map value-by-value into Freshsales stage definitions. Probability and forecast category re-applied per Freshsales pipeline configuration. Stage-entered timestamps preserved as custom datetime fields for reporting continuity. If the source stage names differ from Freshsales defaults, we create matching stage labels in the Freshsales pipeline and flag any missing stages for manual approval before the migration run.

Freshsales has no native equivalent to HubSpot's lifecycle stage on Contact. We create a custom pick-list field (Lifecycle_Stage__c) with the source values as options, then map each contact's final stage value. Source stage-change timestamps stored as a companion datetime field.

HubSpot email activities map to Freshsales Tasks with Type='Email'. Calls map to Tasks with Type='Call'. Meetings map to Freshsales Events with original start/end times preserved. Notes map to Freshsales Notes on the record timeline. All original timestamps and owner assignments migrate.

Source custom fields migrate to Freshsales custom fields. Freshsales Enterprise plans support custom modules for complex multi-entity data. Custom object relationships that are many-to-many require Freshsales Account Contact Relationships or a junction object — surfaced in the migration plan before execution.

Owner resolution by email match against Freshsales users. Unmatched owners flagged before migration — teams either invite them to Freshsales first or assign to a fallback user. No record lands without a resolved owner. If the source owner email is empty, the record is assigned to the designated fallback user and noted in the reconciliation report. Owner email normalizations (e.g., case differences) are handled automatically during the match process.

File attachments on records re-upload to Freshsales Files. Freshsales file storage limits apply per plan. Inline images embedded in notes are extracted and re-hosted as separate file attachments on the parent record. During the audit, files exceeding the plan size are flagged, and a chunked upload via the Freshsales Files API or a URL reference is used. File names and dates are preserved as metadata on the Freshsales file record.

Workflow rules, assignment logic, and automated field updates do not transfer between platforms. We export the workflow definitions as a structured rebuild reference. Freshsales' workflow builder is rebuilt from that reference — our team can scope this as a separate deliverable.