Migrate from ServiceTracker to HubSpot

ServiceTracker work orders are the primary operational record. We map them to HubSpot tickets using the Service Hub pipeline, preserving the original work order number as a custom property, original creation date as a datetime field, and technician assignment as the ticket owner or a custom owner field.

ServiceTracker statuses (Open, In Progress, On Hold, Completed, Invoiced, Cancelled) map to HubSpot ticket pipeline stages via a value-by-value lookup. Custom statuses in ServiceTracker require new HubSpot pipeline stages to be created before mapping can proceed. Our team designs a stage mapping table that your HubSpot admin approves before migration begins.

ServiceTracker service type and category fields merge into the HubSpot ticket subject line and a custom pick-list property (Service_Type__c) on the ticket record. The primary service type becomes the ticket subject; secondary categories append as comma-separated values in the custom field.

ServiceTracker customer records carry both individual and company information. We split these into HubSpot contacts (individual) and companies (organization), linking them via the HubSpot association model. The original customer ID is preserved as Source_System_ID__c on both records to enable future cross-referencing and de-duplication. Address, phone, and contact details route to the appropriate HubSpot standard fields or custom properties as applicable.

ServiceTracker contracts (terms, start/end dates, recurring billing intervals) have no direct HubSpot equivalent. We migrate contract metadata as custom properties on the associated company record: Contract_Start__c, Contract_End__c, Contract_Type__c, and Recurring_Billing__c. If ServiceTracker stores contract documents or PDFs, those attach to the company record as file uploads in HubSpot for reference.

ServiceTracker assets (serial number, equipment type, install date, warranty expiry) migrate as custom fields on the company or contact record since HubSpot has no native asset object. Complex asset hierarchies flatten into a custom multi-select or JSON blob for reference.

ServiceTracker technicians resolve to HubSpot users by email match. We flag any technician without an email in ServiceTracker and prompt your team to create a corresponding HubSpot user before migration so ticket assignments map cleanly. If multiple ServiceTracker technicians share a single email address, we assign those work orders to a designated fallback HubSpot user designated by your team.

ServiceTracker service visits and activity logs map to HubSpot engagements: site visits and check-ins become HubSpot calls with notes; correspondence becomes emails; scheduled appointments become meetings. Original timestamps and technician owners are preserved on each engagement record. Notes attached to service visits in ServiceTracker populate the HubSpot call or meeting notes field.

ServiceTracker invoices carry amount, status, and line-item detail. HubSpot has no native invoicing — we migrate invoice summary data (total amount, status, payment date) as custom fields on the associated ticket and company record. Full line-item detail exports as a JSON custom property.

ServiceTracker signature images associated with work order completion migrate as file attachments on the corresponding HubSpot ticket. We download and re-upload the image files, preserving the timestamp of when the signature was captured. If ServiceTracker stores multiple signatures per work order (for example, technician and customer signatures), each image attaches as a separate file to the HubSpot ticket with a descriptive filename.

ServiceTracker allows custom fields on work orders using a drag-and-drop builder. Each custom field maps to a HubSpot ticket custom property. Pick-list values require value mapping; numeric and date fields map directly if HubSpot has a matching type. We validate field types during the discovery phase to ensure no data truncation or format mismatches occur during migration.

Custom fields on ServiceTracker customer and asset records map to HubSpot contact or company custom properties. We create the destination properties before migration and apply type-aware mapping (text to text, date to date, pick-list to pick-list). If ServiceTracker uses calculated or formula fields, we document their logic so your team can replicate the calculations using HubSpot workflow formulas post-migration.