Migrate from Real Estate CRM Software to HubSpot

All buyer and seller contacts in your Real Estate CRM Software migrate directly to HubSpot Contacts. First name, last name, email, phone, address, and preferred contact method map field-by-field. If your source system separates buyers from sellers via a contact type field, we preserve that as a custom pick-list property (Buyer_Seller_Type__c) on the HubSpot Contact record.

Agent contacts resolve by email match to HubSpot users — once matched, the contact becomes the Deal owner via OwnerId. Unmatched agents are flagged before migration; your team either creates HubSpot user accounts first or assigns their deals to a fallback owner. Agent-specific fields like license number migrate as custom contact properties.

Brokerages, real estate firms, and agency records migrate as HubSpot Companies. Company name, website, address, industry, employee count, and annual revenue map directly. If your source tracks franchise affiliations or brokerage ID numbers, those migrate as custom properties on the Company record.

HubSpot has no native property or listing object. On HubSpot Enterprise accounts, we create a Property custom object with fields for MLS number, full address, property type (single-family, condo, commercial), bedroom/bathroom count, square footage, lot size, list price, and listing status. On Starter or Pro tiers, all of these become custom properties on the Deal object — your transaction becomes a Deal, and the property details attach to it.

Each real estate transaction in your source CRM maps to a HubSpot Deal. Deal name, amount, close date, and owner (resolved via email match) migrate directly. Transaction-specific fields — commission rate, cooperating broker compensation, referral fee — migrate as custom deal properties. The transaction's current stage (Active, Under Contract, Closed, Cancelled) maps value-by-value to a corresponding HubSpot deal stage.

Your source pipeline stages (typically: Listed, Showing Scheduled, Offer Made, Under Contract, Inspection, Appraisal, Closed, Cancelled) map to HubSpot deal pipeline stages value-by-value. We apply your source stage-enter timestamps as custom datetime fields (Stage_Entered_Date__c) on each Deal so reporting reflects historical stage duration even though HubSpot's native stage-history model differs from your source.

Property showings in your source CRM migrate as HubSpot Meetings (Engagements) with the showing date, time, property (linked via deal), and contact (buyer or tenant). If your source tracks showing feedback or buyer rating, those become custom properties on the Meeting engagement record. Original showing notes migrate as HubSpot engagement notes attached to the meeting.

Offers submitted are modeled as HubSpot Deals with additional custom properties: Offer Amount, Offer Status (submitted, accepted, countered, rejected), expiration date, and earnest money amount. If your source has a dedicated Offer object with counter-offer history, we create a custom Offer sub-object or flatten the history into a text field on the Deal for audit purposes.

Transaction notes, showing notes, and inspection reports migrate as HubSpot Notes (not the legacy Salesforce-style Note object — HubSpot Notes are the current format). Each note links to the parent Contact, Company, or Deal record. Documents and attachments re-upload to HubSpot's file storage and link to the relevant record. File size limits per HubSpot apply (default 256MB per file).

Phone calls, emails, and text messages logged in your source CRM migrate as HubSpot Engagements — calls as Call engagements, emails as Email engagements, and texts as part of the contact timeline. Original timestamps, owners, and direction (inbound/outbound) are preserved. If your source tracks call duration or email open tracking, those become custom properties on the engagement.

Lead sources (Zillow, Realtor.com, referral, open house, sphere of influence) migrate as HubSpot contact properties and deal properties. Historical lead source values are preserved in full — HubSpot's reporting can then segment closed deals by original lead source even though HubSpot's native lead source taxonomy may differ from your source.

Agent tasks and reminders tied to transactions (follow up after showing, send closing documents, schedule inspection) migrate as HubSpot Tasks. Task status (open, completed), due date, owner, and associated contact or deal links are preserved. Overdue flag and priority migrate as task properties.