Migrate from Smokeball to HubSpot

Smokeball contacts (clients, opposing parties, witnesses) map directly to HubSpot contacts. Name, email, phone, address, and salutation transfer 1:1. Opposite-party and witness contacts land in HubSpot with a custom source_type property so your team can filter them separately from client contacts.

Smokeball matters map to HubSpot deals. Each matter type (family law, personal injury, estate planning) maps to a HubSpot deal pipeline, and matter status (open, pending, closed) maps to pipeline stages. Matter number becomes the deal name prefix; matter description becomes the deal description field. Firms can alternatively choose a custom Matter object if deal semantics don't fit their workflow.

Smokeball staff records (attorneys, paralegals, administrative staff) resolve to HubSpot users by email match. First name, last name, email, and active/inactive status transfer directly. Smokeball's staff role (partner, associate, paralegal) maps to a HubSpot user custom property for team-based deal assignment logic.

Smokeball's unified Activity log splits into HubSpot's typed activity records: time entries map to Tasks with a custom billable_hours property; document work and memos map to Notes; meetings map to Events. Original date, duration, staff owner, and matter association are preserved on each activity record in HubSpot.

Smokeball contacts may have an associated organization. The organization name, domain, and address fields map to HubSpot companies. If no company exists in Smokeball, FlitStack creates a placeholder company or links the contact without a company association based on your preference.

Each Smokeball matter type (family, criminal, civil, estate) becomes a HubSpot deal pipeline. Pipeline stages within each pipeline map from Smokeball matter status values. Firms with fewer matter types can consolidate into a single pipeline with stages representing matter lifecycle, avoiding pipeline proliferation in HubSpot.

Smokeball document attachments on matters re-upload to HubSpot Files, each linked to the corresponding deal record. The file content transfers, but document-container structure (letterhead templates, headers, footers, version history) does not. Firms using Smokeball's document automation need to rebuild letterhead templates in Microsoft Word and recreate automated document workflows in HubSpot or a third-party document automation tool. Files over HubSpot's 25MB limit require selective migration or compression.

Smokeball custom fields on matters (e.g., court jurisdiction, case judge, referral source) require HubSpot custom deal properties. FlitStack creates these properties during migration and maps values directly. Field types (text, date, number, dropdown) are preserved. If a custom field has no HubSpot equivalent, it migrates as a text property for reference.

Smokeball's billing and cost-tracking data has no native HubSpot equivalent. We migrate cost values as custom number properties on deals (hard_cost_total, soft_cost_total, disbursement_total) for reporting, and export a full billing CSV alongside the CRM migration for import into your accounting tool. Trust accounting data requires separate handling.

Smokeball workflow task templates do not migrate — they are platform-specific. FlitStack exports your Smokeball workflow definitions as a structured JSON document listing task names, triggers, and dependencies. Your HubSpot admin uses this as a rebuild reference for HubSpot workflows, Salesforce Flow, or a third-party automation tool.