Migrate from ServiceMonster to HubSpot

ServiceMonster customers migrate as HubSpot contacts. Email, phone, name, and address fields map directly. Customers without an email address land as contacts with an alternate identifier in a custom field for reference. The alternate identifier can be a company ID or internal reference number stored in the custom field source_system_id__c. All contact properties are validated for required fields, and any duplicate emails are flagged for merge before final import.

ServiceMonster customers flagged as commercial or business accounts migrate as HubSpot companies. The company name maps to the company name field, and primary contact links via the company-contact association in HubSpot. If a commercial account lacks a primary contact email, we create a placeholder company record and attach the related contact with a custom note. Additional address and industry fields are mapped when present in ServiceMonster.

ServiceMonster jobs map to HubSpot deals. Job name becomes the deal name, total job amount maps to deal amount, and job status values map to HubSpot deal stage values via value_mapping per pipeline. Each deal also captures the original ServiceMonster job ID in a custom field (source_system_id__c) for reconciliation and future delta syncs. Job description, special instructions, and custom fields are transferred to deal properties or notes as appropriate.

ServiceMonster job status values (Scheduled, In Progress, Completed, Cancelled) map to corresponding HubSpot deal stage pick-list values. Stage-transition timestamps from ServiceMonster job history become custom datetime fields on the deal. If a status label does not yet exist in your HubSpot pipeline, we add it before import and flag the records so you can review stage assignments. All stage changes retain the original timestamp for historical accuracy.

ServiceMonster job line items map to HubSpot deal line items when the source has itemized pricing. Custom service-type labels that don't map to standard line items become custom multi-select properties on the deal. Line items also inherit the original line-item ID from ServiceMonster in a custom field for traceability. If a line item includes a discount or tax, we map those as separate numeric properties on the deal.

ServiceMonster technicians resolve to HubSpot users by email match. If a technician has no matching HubSpot user, their records assign to a fallback owner and the technician identity is preserved in a custom text field for later user creation. You can configure the fallback owner to be a dedicated admin user or a generic team queue. After migration, you can batch-create HubSpot users for unmatched technicians and reassign their deals.

ServiceMonster scheduled appointments map to HubSpot meetings with original start/end times, assigned technician (as owner), and the related customer contact. Job-linked notes and descriptions carry over as meeting body text. Each meeting also links to the corresponding deal via a custom property, allowing you to see the full job history on the deal record. If ServiceMonster stores recurrence rules, we map those to HubSpot meeting series where possible.

ServiceMonster's mobile GPS check-in/check-out timestamps have no native HubSpot equivalent. We migrate these as custom datetime properties on the associated deal and as note attachments with location metadata for service-visit auditing. The note includes the GPS coordinates, address, and a link back to the ServiceMonster job for verification. You can add a custom card to the deal layout to display the check-in/out timeline.

ServiceMonster invoices map as deal line items with amount and description. Invoice payment status (Paid, Partial, Overdue) becomes a custom pick-list property on the deal for financial tracking in HubSpot. Each line item also records the original invoice ID in a custom field for reconciliation. If an invoice includes multiple line items, each maps to a separate deal line item with its own description and price.

ServiceMonster price list entries with standardized service descriptions and pricing map to HubSpot products. Custom pricing rules and area-based billing logic that exist only in ServiceMonster get surfaced as product notes for manual repricing. If a product's price varies by customer tier, we create tiered product versions in HubSpot and attach a custom property indicating the tier level. This lets you apply the correct price during quote generation.

ServiceMonster custom fields attached to jobs (e.g., service area, equipment model, special instructions) migrate as HubSpot custom deal properties. Field type mapping follows HubSpot's property type compatibility table from the API docs. If a ServiceMonster custom field is a dropdown, we map it to a HubSpot pick‑list with matching options. Required fields are flagged, and any missing source values receive a placeholder to avoid import errors.

Job photos and document attachments from ServiceMonster re-upload to HubSpot Files and attach to the corresponding deal or contact record. File size limits of 25MB per file apply; larger files get linked by URL reference. Each file is stored with its original filename and MIME type to preserve context. We also record the ServiceMonster attachment ID in a custom property for traceability and future reference.