Migrate from WennSoft to HubSpot

WennSoft service calls map 1:1 to HubSpot tickets. The call number becomes the ticket ID, call status maps to ticket status (Open/In Progress/Closed), and the primary customer location becomes the ticket's associated company. Problem type, service type, and work-zone assignments migrate as custom ticket properties. Original call-create timestamps are preserved on the HubSpot ticket record.

WennSoft customer master records contain both company-level fields (name, address, billing terms) and primary contact fields (phone, email, main technician). We split these: company-level fields map to a HubSpot company record; the primary contact maps to a HubSpot contact linked to that company. WennSoft allows multiple locations per customer — each location becomes a separate company in HubSpot or a HubSpot company with multiple addresses.

HubSpot's Company object stores multiple addresses natively under the address tabs. WennSoft locations with their own address, contact, and equipment inventory map to HubSpot company address records, preserving the location name as a company nickname. If location-specific service histories are needed, we create a Location custom object linked to the parent company via a company association.

HubSpot has no native equipment entity. We create an Equipment custom object in HubSpot with fields for equipment ID, name, model, serial number, install date, and meter readings. The custom object is associated to the HubSpot company representing the customer location via a company-Equipment association. Equipment service history from WennSoft's Equipment Manager module migrates as Equipment Activity custom events.

WennSoft employee records (tech IDs, names, roles, certifications, work-zone assignments) migrate as HubSpot contacts with a custom Employee_Type__c property set to 'Technician'. HubSpot login access for technicians depends on your HubSpot seat tier — internal employees who don't need CRM access are migrated as contacts only. Role and certification fields map to custom pick-list and text properties.

TimeTrack rows (technician, date, duration in minutes, billable flag, cost code, GL account) map to HubSpot tasks with a custom Duration_Minutes__c property, Billable__c flag, and Cost_Code__c reference. The task owner is set to the matched HubSpot contact representing the technician. GL account mapping is stored as a custom property for accounting reconciliation — it does not post to a HubSpot-native accounting module since HubSpot has none.

WennSoft job costing tracks labor cost, parts cost, and overhead by cost code against a work order. We map each job costing layer to a HubSpot deal with line items representing cost layers (Labor, Parts, Overhead). Cost codes and GL accounts are preserved as custom line-item properties. The deal amount reflects the billed value from WennSoft; actual cost from job costing is stored as a separate custom deal field for margin reporting.

WennSoft's Extended Pricing Matrix assigns billing rates based on call type, problem type, equipment type, and markup percentage — stored as matrix rows, not flat fields. We normalize these as a Pricing_Matrix__c custom object linked to service types, or flatten high-frequency rate combinations into custom deal properties. Criteria-based pricing rules themselves cannot migrate and must be rebuilt as HubSpot workflow conditions.

HubSpot has no native unbilled costs tracking — service calls with unposted costs in WennSoft (call status not Complete) have no direct equivalent. We migrate these as a custom Unbilled_Costs__c object linked to the corresponding ticket, or as custom deal properties on in-progress deals, so the billing team can follow up post-migration without losing the record.

Documents attached to service calls, equipment records, and customer locations are downloaded from the Great Plains file store or SharePoint integration and re-uploaded to HubSpot Files associated with the matching ticket, company, or custom equipment record. File size limits and inline image handling follow HubSpot's standard attachment constraints.