Migrate from Synergy Matters to HubSpot

Synergy Matters clients map directly to HubSpot contacts. Client name splits into FirstName and LastName where available; sole proprietors or corporate clients preserve full name in LastName with FirstName blank. Primary email, phone, and address fields map directly. Clients without email land as contacts with email blank — flagged for manual enrichment before marketing sequences fire.

Corporate clients with a company affiliation in Synergy Matters (e.g., 'Acme Corp — Jane Smith as contact') merge into both a HubSpot Company record and a Contact record, linked via the primary association. Business address from Synergy Maps to Company address fields. Individual clients without a company affiliation skip the Company record entirely.

Synergy Matters matters map to HubSpot deals. Matter name becomes Deal name. Matter status (Open, Closed, Pending) maps to HubSpot dealstage pick-list values — we configure a HubSpot pipeline whose stages reflect Synergy's status codes. Matter open date maps to deal create date; closed date maps to close date. Attorney owner maps to HubSpot OwnerId via email resolution.

Synergy Matters practice area codes (e.g., 'Corporate', 'Litigation', 'Real Estate') have no native HubSpot equivalent. We create a HubSpot custom pick-list field (Practice_Area__c) on the Deal object and populate it from Synergy's matter-type value. If multiple matter types exist per deal, the primary type becomes the pick-list value and secondary types are stored as a comma-separated custom text field.

Synergy Matters time entries — attorney, date, duration, task code, and narrative — map to HubSpot Tasks. The task Subject carries the task code + matter reference; the description field carries the time entry narrative. Duration in minutes becomes HubSpot's task duration field. Original date and attorney owner are preserved. Billable/non-billable flag maps to a custom Task field (Billable__c) as a checkbox.

Synergy Matters documents linked to matters export as files and re-upload to HubSpot Files. Each file is attached to the corresponding Deal (matter) record via the file association API. Original filenames and file sizes are preserved. HubSpot's 25MB per-file limit applies — files exceeding the limit are flagged for manual handling or splitting.

Synergy Matters bills and invoices carry billing amounts, status, and line items. These map to HubSpot as a custom Bill_Amount__c currency field on the Deal, with bill status (Paid, Sent, Overdue) stored as a Bill_Status__c pick-list field. Full invoice line items are not CRM-native — we store the invoice number and summary as a Note attached to the Deal for reference.

Synergy Matters custom fields per matter type (e.g., 'Court Docket Number', 'Insurance Carrier', 'Plaintiff Name') migrate as HubSpot custom deal properties. Field types are matched: text → string, number → number, date → date, pick-list → pick-list. The HubSpot property name mirrors the Synergy field label with spaces removed. Enterprise HubSpot accounts support more custom properties than Starter.

Synergy Matters users (attorneys and staff) resolve against HubSpot users by email address. Active Synergy users with HubSpot accounts become deal owners. Inactive Synergy users who have left the firm are mapped to a 'Former Staff' placeholder owner in HubSpot, with their matter records flagged for reassignment before go-live.

Synergy Matters appointments linked to matters map to HubSpot Events. Start time, end time, location, and attendee information are preserved. Events are associated with the corresponding Contact and Deal record. Recurring appointments in Synergy create individual HubSpot Event records — HubSpot does not natively support recurring event templates.