Migrate from Payaca to HubSpot

Each Payaca Customer with a single primary contact maps to one HubSpot Contact. B2C migrations typically turn each Customer into a Contact with themselves as the primary contact. The name, email, phone, job title, and address properties migrate directly. Customers with no associated contact record become HubSpot Contacts with minimal properties.

Payaca Business‑type Customers map to HubSpot Companies. The company name, domain/website, industry, employee count, and annual revenue migrate directly to the corresponding HubSpot Company properties. The address stored on the Payaca Customer record is imported as the primary Company address, preserving B2B hierarchy and enabling the Company record to serve as the parent for related Contact records.

Additional Customer Contacts linked to a single Customer in Payaca become HubSpot Contacts that are associated with the same Company via the built‑in Company‑Contact association. Because HubSpot natively supports N:1 relationships, each secondary contact can be mapped cleanly, preserving the reporting hierarchy and allowing the Company record to aggregate activity from all its contacts.

Payaca stores Address records as sub-entities of Customer. Street address, city, state/province, postal code, and country are extracted and mapped to HubSpot's standard contact address properties (address, city, state, zip, country). Address labels (billing, shipping, service) are preserved as HubSpot contact properties.

The Payaca Project is the primary work unit and maps to a HubSpot Deal. Project name becomes Deal name, project stage maps to a HubSpot pipeline stage, and the assigned owner resolves by email match to a HubSpot user. Original create dates are preserved as custom datetime fields since HubSpot's CreatedDate reflects migration time.

Payaca projects with multiple proposal options (e.g., three solar system configurations) are split: the primary option maps to the Deal's standard properties, and additional options are created as HubSpot Line Items linked to the Deal with product name, quantity, and price. A custom field (Payaca_Option_Count__c) preserves the total number of options per project.

Payaca tracks NABCEP certification state and engineer details as project or customer properties. HubSpot has no native equivalent for certification tracking. We create a custom pick-list field (Engineer_NABCEP_Certified__c) and a text field (NABCEP_Cert_Number__c) on the Contact to preserve certification records for compliance and liability documentation.

Authority Having Jurisdiction (AHJ) permit tracking is central to solar and battery installation compliance and has no native HubSpot equivalent. We create three custom fields on the Deal: AHJ_Jurisdiction__c (text), AHJ_Submission_Date__c (date), and AHJ_Approval_Status__c (pick-list with values submitted, under review, approved, rejected).

Payaca's service reminder feature is an automation construct, not pure data — the trigger logic does not migrate. We preserve reminder text and dates as Deal custom fields (Service_Reminder_Date__c, Service_Reminder_Notes__c) so the team has the reference data when rebuilding reminders in HubSpot workflows post-migration.

Payaca automations (templated and custom) use triggers — tagging events, pipeline stage changes, field conditions — that have no direct HubSpot equivalent. These must be rebuilt in HubSpot's workflow engine. We export Payaca automation definitions as a reference document for the HubSpot admin to use during the rebuild phase.

Payaca invoice and payment records (amount, status, due date, Stripe transaction ID) do not have a native HubSpot equivalent. HubSpot is not a financial tool. Invoice and payment data is preserved as custom fields on the Deal for reference, but the actual invoice records must remain in Payaca or be managed via the QuickBooks/Xero integration post-migration.

Payaca provides a branded customer portal (yourcompany.payaca.site) per project. The portal URL is preserved as a custom text field on the HubSpot Deal (Customer_Portal_URL__c). Note that the portal itself remains on Payaca's infrastructure until the team migrates the customer-facing experience separately.