Migrate from STEL Order to HubSpot

STEL Order clients store both person-level and company-level data in a single record. We split this into HubSpot contacts (the person) and companies (the business), linking them via the HubSpot company association. The primary phone, email, and address migrate to the contact; the business name migrates as the company name.

STEL Order stores one address per client record. We split this into the contact's address fields for billing and delivery purposes, and the company address fields for the business location. If the client is a consumer with no associated company, the full address lands on the contact record only. Multi-location businesses or clients with separate service and billing addresses require additional mapping logic to preserve all address variants.

STEL Order product catalog items map directly to HubSpot's products object. Product name, SKU, description, unit price, and inventory quantities map field-for-field with no transformation required. Bundle products with sub-components require custom handling since HubSpot's products object does not natively support hierarchical bundle structures — we decompose bundles into individual line items and create a custom bundle reference field to preserve the parent-child relationship for reporting and pricing continuity.

STEL Order jobs are the core operational record. They map to HubSpot tickets — the closest HubSpot construct for a service record with status, priority, assigned owner, and timeline. Technician name, job type, scheduled date, completed date, and parts used all become custom fields on the ticket since HubSpot has no native field-service schema.

STEL Order job statuses (Pending, In Progress, Completed, Cancelled) map to HubSpot ticket pipeline stages. We create a custom ticket pipeline matching STEL Order's status vocabulary so tickets land in the correct stage during migration. Stage-enter timestamps are preserved as custom datetime fields.

STEL Order's scheduling module (assigned technician, time window, dispatch order) has no HubSpot equivalent. We preserve scheduling data as custom fields on the ticket: Technician_Name__c, Scheduled_Date__c, Scheduled_Time_Window__c, and Dispatch_Order__c. These are read-only in HubSpot; re-entry of active scheduling is required post-migration.

STEL Order quotes with line items, pricing, and validity dates need a custom Quote object in HubSpot (available on Professional and Enterprise) or a deal with line-item custom fields. We preserve quote number, creation date, status, and all line items as custom fields. Accepted quotes link to the associated contact and company record.

STEL Order invoices (number, date, line items, subtotal, tax, total, payment status, payment date) cannot use HubSpot's native invoicing without a paid add-on. We create a custom Invoice object in HubSpot and store all invoice fields as custom properties on that object, linked to the originating contact and company.

STEL Order attachments (PDFs of quotes, signed work notes, invoices) are downloaded and re-uploaded to HubSpot Files. Each file's HubSpot URL is stored in a custom URL field on the associated ticket or custom Invoice record so the document is accessible from the HubSpot record.

STEL Order expense records track parts, labour, and third-party costs per job. We map these to a custom Expense object linked to the corresponding HubSpot ticket. Expense type, amount, vendor, and job reference migrate as custom fields for cost reporting continuity.

STEL Order technicians and team members have user accounts. We match them to HubSpot users by email. If no HubSpot user exists for a technician, their name is stored in a custom field on the ticket rather than as a HubSpot owner, so the historical assignment is preserved.

STEL Order product stock levels map to HubSpot Products inventory quantity fields. If HubSpot's native inventory management is not active on your plan, stock data migrates as a custom number field on each product record for reference. This migration preserves the stock snapshot for reporting purposes but does not enable automated reorder workflows, multi-warehouse tracking, or parts-allocation-per-job functionality native to STEL Order's inventory module.