Migrate from Service Toolz to HubSpot

Service Toolz customer records map 1:1 to HubSpot contacts. Name, email, phone, address, and all custom fields on the customer record migrate directly. If the customer record has a company name that matches a Service Toolz company, FlitStack links the contact to a HubSpot company via the company_id association.

Service Toolz company records (if used separately from customers) map to HubSpot company records. Company name, domain, address, and all standard fields migrate. HubSpot company properties like number of employees and annual revenue are set as custom fields if the source data contains them.

Service Toolz quotes become HubSpot deals. The quote total amount maps to the deal amount. Quote name becomes the deal name. Acceptance status (accepted/rejected/pending) is stored as a custom pick-list field (Quote_Acceptance_Status__c) on the deal because HubSpot deals do not have a native acceptance-state field. Quote line items are serialized into a long-text custom field (Quote_Line_Items__c) on the deal.

Service Toolz work orders have no direct HubSpot equivalent — HubSpot Service Hub manages tickets, not work orders. FlitStack creates a Service_Toolz_Work_Order__c custom object in HubSpot to hold work order records. This custom object stores status, scheduled date, checklist data, technician assignment, inventory usage, and all work-order custom fields. The object is linked to the customer contact and associated deal via lookup fields.

Service Toolz work orders contain checklist items with status (complete/incomplete) for each step. FlitStack serializes the full checklist array into a custom long-text field (Checklist_Data__c) on the work order custom object, preserving item text, item order, and completion status as a JSON-like structure that your team can parse or rebuild in HubSpot workflows.

Service Toolz technician records are stored as contact-type records with name, email, and phone. They migrate as HubSpot contacts and are then linked to work order records via a lookup field (Assigned_Technician__c) on the Service_Toolz_Work_Order__c custom object. Email matching resolves technicians who already exist as HubSpot users.

HubSpot has no native inventory object. Service Toolz inventory items are stored as records in a custom object (Service_Toolz_Inventory_Item__c) with SKU, name, stock quantity, and unit price. Per-work-order inventory usage is stored as custom fields (Items_Used__c, Quantity_Used__c) on the linked work order record. This preserves the usage data for reporting without requiring a full inventory module.

Service Toolz quote line items include product name, quantity, unit price, and line total. FlitStack merges all line items for a single quote into one Quote_Line_Items__c custom field on the corresponding HubSpot deal, formatted as a structured text block. Each line includes product name, quantity, unit price, and total so the data is legible inside HubSpot without a native line-item object.

Service Toolz owner IDs are resolved by email match against HubSpot users. Unmatched owners are flagged before migration so your team can either invite them to HubSpot or assign their records to a fallback owner. No record lands in HubSpot without an owner assigned.

Service Toolz activity logs (calls logged, emails recorded, notes attached) migrate as HubSpot timeline entries on the associated contact record. Each entry preserves the original timestamp, activity type, and owner. Notes are stored as HubSpot engagement notes with the original body text intact.

Service Toolz file attachments on customer records, work orders, or quotes are downloaded and re-uploaded to HubSpot Files. Files are attached to the corresponding contact or deal record in HubSpot. File size limits of HubSpot's platform apply; files over the limit are flagged for manual handling.

Service Toolz custom fields on customers, companies, quotes, and work orders migrate as HubSpot custom properties on the corresponding HubSpot object. Text fields, number fields, date fields, and pick-list fields are created with the appropriate HubSpot property type. Dropdown values are mapped one-by-one to HubSpot pick-list options.