Migrate from work4all to HubSpot

work4all stores individual business contacts as person records linked to a company partner. These map directly to HubSpot Contacts, preserving the original create timestamp and owner assignment. The primary company link in work4all becomes the HubSpot Contact's Associated Company property via the companies object, and any secondary company associations are added as additional company links on the contact record.

work4all organizational records map to HubSpot Companies, preserving the company name, address, and website. Parent-child hierarchies in work4all are translated to HubSpot's parent company hierarchy using the Parent Company field. Multi-contact companies retain all associated contact links through HubSpot's association model, ensuring each contact references the correct organization.

work4all sales opportunities (Verkaufschancen) map to HubSpot Deals, transferring the opportunity name, amount, expected close date, and owner. Opportunity stage values are translated to HubSpot deal stages via a per-pipeline value mapping table, and the deal pipeline is assigned according to the work4all pipeline grouping.

work4all groups opportunities by sales pipeline or process stage. These groups translate to HubSpot Deal Pipelines, where each work4all pipeline becomes a distinct HubSpot pipeline. Within each pipeline, stage labels are mapped value-by-value to the corresponding HubSpot deal stages, preserving the original progression logic.

work4all email records attached to contacts or companies map to HubSpot email engagements on the Contact timeline, preserving the original send date, subject, body, and sender/recipient addresses. Attachments are downloaded from work4all and re-uploaded as HubSpot file attachments linked to the corresponding email engagement.

work4all phone notes (Telefonnotiz) capture call summaries, duration, and outcome. These map to HubSpot call engagements with the call outcome recorded in the call disposition property, and a Task is created for follow-up actions with the original note content preserved in the task description.

work4all appointment and visit report records (Termin, Besuchsbericht) map to HubSpot Meeting engagements, preserving start time, end time, location, title, and the associated contact or company. The body text from work4all visit reports is added as meeting notes in HubSpot, ensuring the full context of each interaction is retained.

work4all task records map to HubSpot Tasks, transferring subject, due date, assigned owner (matched by email to HubSpot users), priority flag, and completion status. Overdue tasks retain their original due date and are flagged in HubSpot's task view, providing clear visibility into pending items after migration.

work4all document records (Briefe) represent sent or received letters attached to contacts. The document metadata—date, subject, recipient—becomes a HubSpot note engagement, and the original file is attached as a HubSpot File linked to the contact record, preserving the full correspondence history.

work4all allows user-defined fields on contacts, companies, and opportunities. These migrate as HubSpot custom contact/company/deal properties. Data types are matched: text fields to single-line text, pick-lists to dropdown properties, numeric fields to number properties, and date fields to date properties.

work4all offers (Angebote) and invoices (Rechnungen) are ERP accounting records with no HubSpot CRM equivalent. We preserve document reference numbers and dates as a custom text property on the associated Deal for audit traceability, but the financial documents themselves must be handled through a connected accounting tool post-migration.

work4all project records and their associated project tasks can be migrated as a HubSpot Custom Object named 'Project' with a related Tasks object. HubSpot does not have native project management; project milestones map to custom date properties, and project tasks become associated Tasks.