Migrate from Sunbase Data to HubSpot

Discover Sunbase Data object model and map to HubSpot properties

We begin every Sunbase Data to HubSpot migration with a discovery phase: extracting the full Sunbase property schema via API to identify every standard and custom field across contacts, companies, deals, work orders, and custom objects. We then map each Sunbase property to a HubSpot native property or custom property, creating HubSpot custom properties in your portal before migration runs. Sunbase's industry-specific fields — financing application status, permit numbers, solar design data — are flagged for explicit custom property creation. We deliver a field-mapping spreadsheet and a list of HubSpot custom properties to create, requiring your sign-off before data extraction begins.

Configure HubSpot pipelines and resolve owner email addresses

Sunbase pipeline names and stage values are mapped to HubSpot deal pipelines and stage values. We create the HubSpot pipelines in your portal based on Sunbase's pipeline configuration, ensuring stage pick-list values are available at migration time. Sunbase owner records are resolved by matching owner email addresses to existing HubSpot user email addresses. Any owners that do not have a corresponding HubSpot user are flagged with a fallback owner assignment or left unassigned for your team to reassign manually before the full migration runs.

Create HubSpot custom properties and prepare data extract

All HubSpot custom properties identified in the discovery phase are created in your HubSpot portal before migration. This includes financing application status, permit number, permit status, solar panel count, system wattage, work order type, site inspection notes, and any other Sunbase custom fields without native HubSpot equivalents. We batch-extract Sunbase data via the REST API, preserving original create timestamps, last-modified dates, and owner assignments. Parent-company relationships are sequenced so parent records extract before child records, preventing foreign-key resolution failures during import.

Run test migration with field-level diff on a representative sample

A test migration runs on a representative slice — typically 100–500 records spanning contacts, companies, deals, work orders, and custom fields — to validate field mapping, custom property creation, owner resolution, and pipeline-stage value mapping. We generate a field-level diff report comparing source values to destination values for every mapped field, surfacing any records that landed with null values, mismatched pick-list values, or incorrect owner assignments. You review the test migration results and approve adjustments before the full run commits.

Execute full migration with delta-pickup window at cutover

The full migration runs against HubSpot using the validated field mapping. A 24–48-hour delta-pickup window opens at cutover, capturing any Sunbase records created or modified during the migration run so HubSpot reflects Sunbase's final state at go-live. Your team continues working in Sunbase throughout this window. Audit logging captures every record created, updated, or skipped, with a reconciliation report delivered after the delta window closes.

Deliver reconciliation report and post-migration handoff

FlitStack AI delivers a full reconciliation report: record counts by object, field-level validation results, owner resolution summary, unmapped records with their original Sunbase IDs, and any records that could not be migrated due to data quality issues. Unmapped Sunbase workflow definitions are provided as a JSON export for your HubSpot admin to reference during automation rebuild. One-click rollback is available if reconciliation uncovers critical issues before you commit to the HubSpot data as your system of record.