Migrate from Ploomes CRM to HubSpot

Ploomes contacts map directly to HubSpot contacts. Email is the primary deduplication key. All standard properties (name, email, phone, job title, address fields) transfer directly. Ploomes custom contact properties become HubSpot custom properties created in Settings > Properties before the migration runs. Owner resolution matches Ploomes owner email against HubSpot user email — unmatched owners are flagged for manual assignment.

Ploomes company records map to HubSpot company records. Company name, domain, industry, employee count, and annual revenue transfer directly. Ploomes parent-child company hierarchies map to HubSpot's Parent Company field. Companies without a domain are migrated with a placeholder website property and flagged for manual review in HubSpot.

Ploomes deal records map to HubSpot deal records. Each Ploomes deal links to a contact and a company via association. Deal name, amount, close date, and pipeline stage transfer directly. Ploomes pipeline and stage names are mapped value-by-value to HubSpot pipeline and stage names per the mapping plan delivered before migration. Owner resolves by email match against HubSpot users.

Ploomes quotes carry line items, totals, tax, discount, payment terms, validity dates, and approval status — a richer structure than HubSpot's native deal model. FlitStack extracts each quote's line items and stores them as deal properties (via HubSpot line-item associations to the deal). The original quote PDF is generated from Ploomes data and attached to the HubSpot deal as a file so the commercial terms are preserved as a reference document even though HubSpot has no native quote approval workflow.

Ploomes product catalog items (name, SKU, price, unit, group, description) map directly to HubSpot Products. Products are migrated first so that deal line items can reference them by ID. HubSpot Products do not have a native custom-code field for Brazilian-specific product attributes — those are stored as HubSpot custom properties on the Product object.

Ploomes tasks map to HubSpot tasks. Subject, body, due date, completion status, associated contact or deal, and owner all transfer. Task type (call, email, meeting note) maps to HubSpot's task type property. Completed tasks carry their completion timestamp; open tasks are migrated with their original due dates so the HubSpot team can follow up on schedule.

Ploomes notes map to HubSpot engagement notes on the associated contact or deal timeline. Original author and create timestamp are preserved in HubSpot's engagement properties. Rich-text formatting in Ploomes notes is preserved as HTML in HubSpot. Notes without an associated contact or deal are attached to the nearest related company record.

Ploomes custom fields on contacts — such as Brazilian tax IDs (CPF/CNPJ), regional segmentation flags, or product-interest properties — require HubSpot custom properties to be created in advance. FlitStack generates a HubSpot custom property setup plan based on the Ploomes field inventory before data migration runs. Pick-list custom fields in Ploomes are mapped value-by-value to HubSpot pick-list custom properties.

Ploomes deal custom fields (such as win-reason, competitor tracked, or multi-select contract type flags) migrate to HubSpot deal custom properties. These are created in HubSpot Settings > Properties > Deals before migration. HubSpot's 25-pipeline-stage limit and per-pipeline stage set need to be confirmed against Ploomes' pipeline configuration to avoid field count overruns.

Ploomes Workflow module rules, triggers, SLA timers, and approval chains do not have a direct HubSpot equivalent. HubSpot workflows use enrollment criteria, enrollment triggers, and action sequences that operate on a different data model. FlitStack exports all Ploomes workflow definitions as a structured JSON document that describes trigger events, conditions, and action sequences — this is delivered to the HubSpot admin as a rebuild reference. Workflow rebuild is outside the data migration scope and is quoted separately.

Ploomes user records (name, email, role, team) are matched by email against existing HubSpot user accounts. Active Ploomes users who do not yet have HubSpot accounts are flagged before migration — the team either creates HubSpot accounts for them or assigns their records to a fallback HubSpot user during the migration run. Ploomes role-based permissions (admin, manager, rep) do not map to HubSpot roles and are noted for manual configuration post-migration.

Ploomes tags on contacts, companies, and deals migrate to HubSpot as multi-select pick-list custom properties named Ploomes_Tags__c. Each unique Ploomes tag value becomes a pick-list option. If the number of unique tags exceeds HubSpot's practical pick-list size, tags are stored as a comma-separated text property instead.

Files attached to Ploomes contacts, companies, deals, or quotes are downloaded and re-uploaded to HubSpot Files, then associated to the corresponding record by ID. HubSpot file size limits are 256 MB per file. Files exceeding this limit are flagged for manual handling. Inline images embedded in Ploomes notes are extracted and hosted as HubSpot file attachments on the note record.