Migrate from Plexus Software to HubSpot

Plexus Jobs map to HubSpot Deals. Job name becomes Deal name; job amount and status map to Deal amount and pipeline stage. Service address, job type, and custom Plexus fields migrate as HubSpot custom properties on the Deal. Job close date maps to HubSpot close date.

Plexus job line items represent parts, labor entries, or services attached to a work order. Each line item carries a description, quantity, unit price, and total cost, which map directly to HubSpot Deal Line Items. The line item sequence from Plexus is stored in HubSpot's sort order property, ensuring the order of charges mirrors the original job layout and that line‑item totals roll up correctly into the Deal amount.

Plexus Customer records, which contain company name, billing address, phone number, and primary contact information, map directly to HubSpot Companies using the same field names where possible. The Plexus customer price catalog reference is stored as a custom Company property, enabling downstream workflows and HubSpot Deal creation to retrieve the appropriate pricing tier for each client without manual re‑entry.

Plexus contact records attached to Jobs, including full name, email address, phone number, and job‑site address, map directly to HubSpot Contacts using corresponding standard fields. The role of each contact on the job—such as primary contact or billing contact—is preserved as a HubSpot contact-to-company association, ensuring that the correct person is linked to the Company and Deal for communications and reporting.

Plexus internal employees, such as technicians and schedulers, are matched to HubSpot Users by their email address, which serves as the unique identifier. Their Plexus skill profiles, certifications, and any other relevant attributes are saved as custom User properties in HubSpot, allowing you to retain employee qualifications after migration. When Deals are created, the OwnerId field is populated using this employee‑to‑user mapping, so the assigned HubSpot user directly reflects the original Plexus owner.

When a Plexus employee record is marked as a subcontractor, it does not receive a HubSpot User license and therefore is not provisioned as a HubSpot User. Instead, the subcontractor migrates as a HubSpot Contact, and the subcontractor role property is populated from the Plexus employee type field, preserving the distinction between internal staff and external labor. This approach avoids unnecessary license costs while keeping subcontractor details accessible within the CRM for job assignments and reporting.

Plexus time entries map to HubSpot Engagements. Regular hours migrate as Meetings with duration and notes; overtime entries migrate as Notes with an overtime flag. HubSpot does not have native job-cost time tracking, so total hours per job are summarized in a Deal custom property.

Plexus Schedule Blocks capture crew assignments, start and end times, skill requirements, and capacity constraints for each job. HubSpot has no native scheduling object or calendar view, so schedule data migrates as read‑only custom Deal properties and timestamp ranges. The information remains searchable, but to visualize blocks on a calendar or manage capacity, you must implement a HubSpot‑compatible scheduling add‑on or rebuild the logic using HubSpot workflows.

Plexus expense records—parts purchased, third‑party costs, billable flags, and job‑cost attribution—transform into custom Deal properties stored as a JSON summary of each expense line. Receipt files are downloaded and re‑uploaded as HubSpot Files linked to the Deal for auditability. Since HubSpot lacks a native expense‑tracking module, the expense data remains searchable, but any automated expense workflows must be rebuilt via custom development or a third‑party integration.

Plexus customer-specific pricing rules map to a custom Company property holding the pricing tier reference. This property is referenced during Deal creation so HubSpot deals inherit customer-specific pricing logic — rebuilt as a HubSpot Workflow or custom app for live enforcement.

Plexus job status values (Pending, In Progress, On Hold, Completed, Invoiced) map to HubSpot Deal Stage values per pipeline. Status timestamps migrate as custom datetime fields on the Deal. Plexus schedule-status values (Available, Booked, Blocked) map to a custom pick-list property on the Deal.

Plexus quotes, containing pricing, terms, and line‑item details, are imported into HubSpot as Deals in a draft or proposal stage, preserving the original amount and validity dates. Quote line items—parts, labor, services—are transferred as HubSpot Deal Line Items with matching descriptions, quantities, and unit prices. Any Plexus quote‑to‑job conversion history is stored as a custom field on the converted Deal, enabling your team to trace the origin of each deal.