Migrate from RunSensible to HubSpot

RunSensible client records map directly to HubSpot Contacts. The client's name, email, phone, address, and firm association carry over as standard HubSpot contact properties. Multi-matter associations for clients linked to more than one active matter use HubSpot's Association Labels to preserve the relationship context between each client-contact and their associated matter-deals without requiring duplicate contact records.

RunSensible allows secondary contact records within a client firm — these migrate as additional HubSpot Contacts associated to the same primary Company record. Billing and matter associations are re-resolved to the primary contact or the association label on the Contact record.

RunSensible matters map to HubSpot Deals. Matter name, status, responsible attorney, open date, and close date translate to Deal Name, stage, owner, and close date. RunSensible's matter types (litigation, corporate, family law, etc.) become HubSpot pipeline names so each practice area has its own deal pipeline in HubSpot.

Each RunSensible matter type creates a corresponding HubSpot Deal Pipeline. Pipeline stages in RunSensible (intake, active, pending, closed) map to HubSpot Deal stages within each pipeline. Stage mapping is value-by-value per pipeline so practice-area-specific stage names land correctly in the corresponding HubSpot pipeline. This ensures reporting is isolated by practice area and deal filtering works as expected.

Billable time entries migrate as HubSpot Tasks with Type set to 'Call' (time capture) or 'Email' (administrative). Original date, description, duration in minutes, and billing rate are preserved as custom properties on the Task so the full billing history is available for invoice reconciliation.

RunSensible documents and files attach to their parent record (Contact or Deal) in HubSpot. File size limits follow HubSpot's upload constraints. Documents originally attached to matters link to the corresponding HubSpot Deal record; client correspondence documents link to the Contact record.

RunSensible calendar entries (court dates, client meetings, filing deadlines) migrate as HubSpot Events with the original start and end timestamps preserved. Events are associated to the Contact or Deal record they relate to. Recurring events carry their recurrence pattern as custom metadata.

Notes migrate as HubSpot Notes. The original body text, author, and create timestamp are preserved. Notes attached to matters link to the corresponding HubSpot Deal. Notes on client records link to the Contact. Rich-text formatting in RunSensible notes carries over as plain-text in HubSpot Notes.

RunSensible invoices and billing records have no native HubSpot equivalent. We create a HubSpot custom object (Enterprise) or store billing data as custom properties on the associated Deal for each matter. Original invoice number, date, line items, total amount, and payment status are preserved as custom fields on the Billing Record object.

HubSpot has no IOLTA trust-account construct. Trust account flag (active/inactive/per-client), account balance, and reconciliation status migrate as custom properties on the Contact record for reference. Firms with significant IOLTA balances may use a custom Trust Account object to track account-level balances separately.

RunSensible conflict check results (clear, cleared with notes, conflict identified) have no HubSpot equivalent. We create a Conflict_Check_Status__c pick-list property on the Contact record, preserving the original result value. Conflict notes migrate as a text area property. This ensures compliance history is available for future intake reviews.

RunSensible statute-of-limitations dates are legal-critical compliance fields with no HubSpot equivalent. We create Statute_of_Limitations__c as a custom date field on the Deal object. A companion Statute_of_Limitations_Alert__c text property holds the original RunSensible notes so the full context survives the migration.

RunSensible team members and attorneys are matched to HubSpot Users by email address. Unmatched users are flagged before migration — your team either creates HubSpot users first or assigns their RunSensible records to a fallback HubSpot owner. User-level billing rates and matter assignments carry over as custom properties on the HubSpot User record.

RunSensible custom fields on matters (court rules, filing requirements, referral source, insurance carrier, etc.) map to HubSpot custom properties on the Deal object. Field types translate as follows: text fields to single-line text, numeric fields to number properties, date fields to datetime properties, and pick-list fields to HubSpot drop-down select properties.