Migrate from Successware to HubSpot

Successware Customers map 1:1 to HubSpot Contacts. Each customer record carries name, email, phone, address, and service notes. Customers with multiple service locations have those addresses preserved as custom properties or as secondary Location child records linked to the primary Contact.

Successware Relations (spouses, billing contacts, property managers) map to HubSpot Contacts and are associated to the primary Customer Contact via HubSpot's Account Contact Relationship model. Relation type (e.g., 'Emergency Contact', 'Billing Contact') migrates as an association label on the relationship.

Successware Prospects (pre-customer leads) map to HubSpot Contacts with a custom Prospect_Source__c property capturing the original inquiry type. Successware does not have a separate Lead object — all pre-conversion records land in one contacts list. Post-migration, HubSpot workflows can re-route these to a Lead lifecycle stage based on the Prospect_Source__c value.

Successware Vendors map to HubSpot Companies. Vendor name, contact name, phone, email, and address migrate directly as Company properties. When Vendors are linked to specific job cost records or purchase orders in Successware, those associations are preserved as structured notes on the HubSpot Company record, supporting Accounts Payable audit trails and historical vendor performance analysis.

Successware Jobs are the core operational record — they contain customer link, location, assigned technician, status, description, and line items. Jobs map to HubSpot Deals. Successware job status (Open, Scheduled, In Progress, On Hold, Closed Won, Closed Lost) maps to HubSpot deal stage via a value-mapped pipeline. Job close date becomes Deal close date; scheduled date becomes a custom property.

Service-oriented Jobs (support calls, warranty work, maintenance visits) split into both HubSpot Deals and HubSpot Tickets. The Deal captures the revenue and customer relationship; the Ticket captures the service request, assigned technician, and resolution notes. Both objects link to the same Contact and Company record.

Successware PriceBook items (service descriptions, parts, labor rates) map to HubSpot Products. Each PriceBook line on a Job becomes a HubSpot Line Item linked to the corresponding Deal. Pricing from Cost Plus vs. Quick Entry invoice types is preserved — unit cost and markup migrate as custom properties on the Line Item for margin reporting.

Successware Employee records (technicians, dispatchers, CSRs) resolve by email match to HubSpot Users. Department, Skill, and Equipment assignments from Successware migrate as multi-select custom properties on the HubSpot User record. Unmatched employees are flagged before migration — teams either invite them to HubSpot first or assign a fallback owner.

Successware Departments (e.g., 'HVAC', 'Plumbing'), Skills (e.g., 'EPA Certified'), and Equipment types (e.g., 'Boiler', 'Heat Pump') are used for job routing and dispatch. These have no native HubSpot equivalent. We create custom properties on the Deal object (Job routing fields) and multi-select pick-list properties on the User object (technician qualifications) to preserve dispatch logic.

Successware allows multiple service addresses per Customer (job sites). HubSpot has a primary address on Contact and Company, but N:N locations require a custom Location property or child Company records. We preserve each service address as a structured custom property on the Contact so all job locations are visible on one record.

Successware AR invoices contain payment status, balance due, and invoice date. HubSpot's native invoice module requires Commerce Hub. We preserve invoice metadata (invoice number, total amount, balance due, invoice date) as custom properties on the associated Deal, and attach the A/R Aging export as a file on the Deal for audit purposes. Payment history requires a separate reconciliation against the A/R export.

Successware allows custom fields on Customer, Job, and Line Item records. Each custom field maps to a HubSpot custom property of the matching type (text, number, date, pick-list). Pick-list custom fields require value-by-value mapping where Successware pick-list values map directly to HubSpot pick-list option labels.