Migrate from Teleos to HubSpot

Teleos pet-owner contacts migrate as HubSpot contacts. Name, email, phone, and address fields map directly. Teleos contacts without an email address are flagged for manual review — HubSpot requires either an email or a manually assigned contact ID for record creation via API.

Teleos patient records (animal name, species, breed, date of birth, weight, microchip ID) have no native HubSpot equivalent. We create a Patient custom object (HubSpot Enterprise) and map species to a custom pick-list, breed to a text field, and DOB to a date field. Multi-pet households are linked to the owner Contact via a custom association label.

Teleos practice locations migrate as HubSpot companies. Practice name, address, phone, and specialty (small animal, exotic, mixed) map to the Company object. Specialty maps as a custom pick-list property since HubSpot's Industry field does not cover veterinary subspecialties, ensuring accurate specialty classification in your HubSpot CRM.

Teleos links pet owners to one or more practice locations. HubSpot contacts have a primary Company only. We set the most-recently-visited location as the primary Company and surface remaining location links as Account Contact Relationships with a 'Visiting Practice' association label.

Teleos appointment records (date, time, type, status, veterinarian, notes) become HubSpot engagements. 'Exam' and 'Procedure' types map to HubSpot Meetings; 'Phone Consultation' types map to Calls. Appointment status and assigned veterinarian are preserved as custom properties on the engagement record.

Teleos treatment plans with a billable amount map to HubSpot deals. The treatment plan name becomes the deal name; estimated cost maps to the deal amount; treatment stage (Initial Exam, Treatment, Follow-up, Closed) maps to a deal stage via value mapping. Non-billable plans (observation-only) become custom object records instead.

Prescription records (medication name, dosage, frequency, start/end date, prescribing vet) migrate as custom properties on the Patient custom object for simple records. Complex prescriptions with refill history become a Prescription custom object associated to the Patient via a 'Prescribed For' association label.

Teleos invoices map to HubSpot deal line items where a direct line-item model applies. For complex multi-item invoices, we preserve the invoice total, date, and payment status as custom properties on the deal and surface line-item details in a custom Invoice_Items__c property as JSON for reference.

Teleos lab result documents and imaging file references attach to the patient record as HubSpot Files and Notes. The original file URL is preserved in a custom property (Source_Lab_URL__c) for traceability. Files exceeding HubSpot's 25MB attachment limit are flagged and require alternate storage.

Any Teleos custom field not covered by a standard mapping becomes a HubSpot custom property on the target object. We apply HubSpot field-type rules (date fields to date pickers, numeric values to number fields) and create a field mapping record for audit. Custom fields on custom objects require a HubSpot Enterprise plan.

Teleos automations (appointment reminders, confirmation texts, prescription expiry alerts) do not migrate. We export the workflow definitions — trigger, conditions, and actions — as a structured reference document for rebuilding in HubSpot's Workflows tool. The rebuild is a manual step for your HubSpot admin.

Teleos staff records (name, role, email, vet license number) map to HubSpot users by email. We match Teleos owner/assigned-vet fields to HubSpot user IDs via email lookup. Unmatched staff records are flagged; your HubSpot admin must create the user or reassign records to an existing user before migration.