Migrate from Planado to HubSpot

Planado customer contacts (end clients who request service) map directly to HubSpot contacts. The customer's name, email, phone, and address transfer as-is. Planado may store the service location contact separately from the billing contact — both migrate as HubSpot contacts with an association note.

Planado company records (client businesses) map directly to HubSpot companies. Company name, domain, industry, and address fields transfer. Multi-location companies in Planado (multiple service addresses at different sites) may require HubSpot company associations or separate company records per physical location, depending on how your team prefers to report on location-level data.

Planado jobs are the core migration decision point. Billable service jobs map to HubSpot deals — job name becomes deal name, job amount maps to deal amount, and job status maps to pipeline stage. Support-oriented or warranty jobs may map to HubSpot tickets in the Service Hub. Teams choose the mapping based on whether the field service is revenue-generating or internally tracked.

Planado workers (field employees) cannot map directly to HubSpot users because HubSpot users represent team members with CRM access, not field workers. Workers who are also customers map to HubSpot contacts. Workers who need HubSpot access are invited as users separately — the migration preserves worker contact details for reference or future user creation.

Planado's schedule and route data — including dispatch assignments, time windows, and route optimization — has no native HubSpot equivalent. We preserve schedule metadata (assigned date, job duration, worker) as a custom field or note on the associated deal. Route optimization logic must be rebuilt in HubSpot's workflow builder or a third-party routing tool.

Planado's completed checklists (per-job task completion records) cannot map to a native HubSpot object. We flatten the checklist data and write it to the associated deal's notes or to a custom checklist_items custom field. For highly structured checklist data, we recommend a custom object migration that your HubSpot admin can query and display.

Planado stores a service location address per job. We map this to the HubSpot deal's address fields (deal_street_address, deal_city, etc.) and also sync to the associated company's address. GPS coordinates (latitude, longitude) store as optional custom properties on the deal since HubSpot has no native geolocation field.

Planado custom fields on jobs (job type, priority tier, special instructions, client preferences) require HubSpot custom properties. We create deal-level custom properties with matching data types and migrate the values. Pick-list custom fields require value-by-value mapping if Planado uses different option labels than HubSpot's existing property options.

Planado job attachments (photos, signed forms, completion documents) re-upload to HubSpot Files and attach to the associated deal or contact record. File size limits apply — Planado attachments exceeding HubSpot's 25MB per-file limit require compression or separate storage with a link stored in HubSpot.

Planado tracks job status transitions (created, assigned, in-progress, completed, cancelled). We map these as timeline entries on the HubSpot deal — each status change becomes a note or engagement log entry with the original timestamp and worker name. This preserves job history within the HubSpot deal record for reporting continuity.