Migrate from SortScape to HubSpot

SortScape customer records map directly to HubSpot contacts — name, email, phone, mobile, and address fields translate 1:1. SortScape custom fields (customer_type, sortscape_id, original_create_date) become HubSpot custom contact properties. Customer notes migrate as the HubSpot contact note. If a customer has multiple addresses, we map the primary service address to the contact's address field and store additional site locations as custom properties for reference.

SortScape company records (if separate from customer) map to HubSpot companies. Business name, phone, website, address, city, state, and postcode translate directly. ABN becomes a custom Company property (ABN__c) since HubSpot has no native Australian Business Number field. We also create a custom property for the ABN on the Company object to ensure compliance with Australian tax reporting requirements.

If a SortScape customer record includes a company name, we create a HubSpot company record and associate the contact to it via HubSpot's contact-to-company association. The primary company on the SortScape record determines which HubSpot company gets the primary association.

SortScape job records map to HubSpot deals. Job name becomes deal name, job description becomes deal description, and job total amount becomes deal amount. Job status (Pending, Scheduled, In Progress, Completed) requires value mapping to HubSpot deal stages because SortScape and HubSpot use different stage names.

SortScape status values (Pending, Scheduled, In Progress, Completed, Cancelled) map to HubSpot deal stages via a per-customer mapping table. A job at 'Scheduled' may map to 'Appointment Scheduled' in one HubSpot account and 'Qualified to Buy' in another — we apply your stage names during the mapping phase.

SortScape job types (e.g., lawn_mowing, garden_design, tree_trimming, hedge_trimming) have no native equivalent in HubSpot deals. We create a custom pick-list property (Job_Type__c) on the Deal object and populate it from SortScape's job type field. Your admin can rename values to match HubSpot's pick-list naming convention.

SortScape job priority (e.g., low, medium, high, urgent) has no native equivalent on HubSpot deals. We create a custom pick-list property (Job_Priority__c) on the Deal object. This field is queryable in HubSpot reports and can be used in deal filters and workflows post-migration.

SortScape invoices live in Xero, not in SortScape directly. We store Xero invoice references (invoice number and sync status) as custom text fields on the HubSpot deal (Xero_Invoice_Ref__c, Xero_Synced__c). HubSpot has no native invoice object — line items and invoice PDFs remain in Xero and are linked via these reference fields.

A SortScape job may have multiple visits (pre-visit, main job, follow-up). HubSpot has no visit object. We map the most recent or most important visit date to custom deal properties (Scheduled_Date__c, Actual_Visit_Date__c, Technician__c, Visit_Type__c). All visit history is consolidated as a chronological note on the deal so the full visit timeline is preserved.

SortScape route optimization data (scheduled time slot, route sequence, start/end address) has no native equivalent in HubSpot. We capture the scheduled date and time as custom properties on the deal, and the route sequence as a note. Your admin can rebuild route-optimization logic in HubSpot using third-party route-planning tools post-migration.

SortScape property addresses (the job site, which may differ from the customer billing address) map to the HubSpot deal's address fields. If the property is the primary service location for recurring jobs, we store it on the associated company record as well so your team can filter deals by service territory.

SortScape technicians are internal staff, not necessarily HubSpot CRM users. We map technician name to a custom text property (Technician__c) on the deal. If a technician is also a HubSpot CRM user, we can set the deal owner by email match — your admin decides whether to use ownership or custom property for team assignment.

SortScape's Xero integration links jobs and invoices to Xero contacts and bills. Since HubSpot has no native Xero connector at the CRM tier, we preserve Xero customer ID and invoice status as custom properties (Xero_Contact_ID__c, Xero_Invoice_Status__c) on the deal. Your admin sets up a new Xero-HubSpot integration via a third-party app post-migration.

HubSpot's standard ID (HubSpot ID) is assigned at migration time. We preserve SortScape's internal record ID as SortScape_ID__c on both Contact and Deal so your team can cross-reference records during the delta-validation window and for audit purposes throughout the reconciliation period.

HubSpot's CreatedDate field is stamped at migration time, not at the original SortScape create date. We preserve the original SortScape createdate as Original_Create_Date__c on both Contact and Deal so your historical reports reflect the true customer onboarding date and job creation date from SortScape's records.