Migrate from Rubi CRM to HubSpot

Rubi CRM contacts map directly to HubSpot contacts. We preserve the original email address as the unique identifier and use email matching for owner resolution. Contacts without an email address receive a placeholder and get flagged for manual review before the full migration runs.

Rubi CRM company records migrate as HubSpot companies. Company names become the Company Name field. Parent-child company hierarchies in Rubi CRM map to HubSpot's parent company field. Multi-contact companies in Rubi CRM maintain all contact associations in HubSpot via the primary-company link.

Rubi CRM event and training records become HubSpot Deals. We capture the event name as the Deal name, event date as the close date, and event capacity as a custom number property. Event status (confirmed, pending, cancelled) maps to HubSpot Deal stage via value mapping. Multiple event instances for recurring training become separate Deal records.

Rubi CRM membership records with start date, end date, membership type, and status do not have a direct HubSpot equivalent. We create a Membership custom object in HubSpot linked to the contact, capturing membership_type, start_date, end_date, and renewal_status as custom properties. Alternatively, membership data appends to the contact record as custom properties based on your preference.

Rubi CRM tasks and activities migrate to HubSpot tasks. Task subject becomes the task name, due date maps to the task due date, and completion status transfers as is. Owner resolution happens via email match to HubSpot users. Unresolved owners get assigned to a migration owner for manual reassignment.

Rubi CRM notes migrate to HubSpot notes attached to the corresponding contact or company record. Note body text preserves formatting including bullet points and numbered lists where supported. Original create timestamps become HubSpot note create dates. Notes with attachments require file download from Rubi CRM and re-upload to HubSpot Files, with the HubSpot file ID linked back to the note record.

Rubi CRM accounts track financial data linked to customers. HubSpot does not have a native accounting object, so financial fields (account balance, payment terms) migrate as custom properties on the HubSpot company record. For complex financial tracking, we recommend a separate accounting tool integration post-migration.

Rubi CRM's bolt-on integrations (Outlook plugin, Sage, QuickBooks, Xero, Zoom) are connection-level configurations that cannot migrate because they are tied to Rubi CRM's platform architecture. We document each active integration including connection parameters, authentication settings, and sync configurations needed to re-establish them in HubSpot's App Marketplace or via HubSpot's API integrations.

Rubi CRM saved reports and dashboard configurations use Rubi's proprietary report builder schema that is incompatible with HubSpot's reporting engine. We export complete report definitions including filters, groupings, and chart configurations as reference documents. During post-migration optimization, our team rebuilds equivalent HubSpot reports and dashboards using the migrated underlying data.

All Rubi CRM custom fields and module-specific properties (membership type, event capacity, training location, etc.) migrate as HubSpot custom properties. We auto-create the property in HubSpot with the appropriate type (text, number, date, picklist) and preserve the property label. Multi-select picklists in Rubi CRM become HubSpot multi-checkbox or single-checkbox properties based on value count.