Migrate from WorkBuddy to HubSpot

WorkBuddy clients who are individuals map to HubSpot Contact with firstname and lastname. WorkBuddy client records that represent businesses map to HubSpot Company. The merge is resolved at migration planning based on whether the WorkBuddy client_type field reads 'individual' or 'business' — your team confirms the rule before extraction.

WorkBuddy jobs contain client link, address, job type, line items, and technician assignments. These map to a HubSpot Deal with custom fields for job type and job address, or to a custom Job__c object when job structure exceeds HubSpot's standard Deal schema. FlitStack AI recommends custom Job__c when you have more than 10 job-specific fields.

WorkBuddy's Subcontractor Management module stores both company-type and individual subcontractors. Organizational subcontractors map to HubSpot Company with a Subcontractor__c checkbox. Individual subcontractors map to HubSpot Contact with a Contractor_Type__c pick-list. The mapping rule is confirmed against WorkBuddy's subcontractor_type field during the planning phase.

WorkBuddy's Asset Management module holds equipment records with serial numbers, maintenance schedules, and service history. HubSpot has no native asset object — we create an Asset__c custom object with properties: Asset_Name__c, Serial_Number__c, Equipment_Type__c, Location__c, Last_Service_Date__c, and Next_Service_Due__c. Assets link to the relevant Job__c or Deal via a lookup relationship.

WorkBuddy job statuses — Scheduled, In Progress, On Hold, Completed, Cancelled — have no direct HubSpot equivalent. We create a Job_Status__c pick-list on the Deal or Job__c object with value-by-value mapping: WorkBuddy 'In Progress' maps to HubSpot 'In Progress', 'Completed' maps to 'Closed Won', and so on. Status transition timestamps are preserved as Job_Status_Changed__c datetime fields.

WorkBuddy technicians who log into the system map to HubSpot Users by email match — their assignments (which jobs they are scheduled for) link via the Assigned_Technician__c lookup on the Job__c object. Technicians who are not HubSpot users map as Contacts with a Technician__c checkbox so their assignment history is preserved as a contact property.

WorkBuddy stores job site addresses on work orders. These map to the Job__c or Deal record's address fields (Job_Street__c, Job_City__c, Job_State__c, Job_Postal_Code__c, Job_Country__c). When WorkBuddy stores a primary client address on the client record, that maps to Company address fields. Job site addresses are kept separate from client billing addresses.

WorkBuddy job quotes with line items for labor, materials, and services map to HubSpot Deal line items. Each WorkBuddy line item becomes a HubSpot line item with description, quantity, and amount. If WorkBuddy tracks item-level discounts, those map to the line item's discount field. Line item data is loaded after the parent Deal is created in HubSpot.

WorkBuddy's Job Safety and Compliance module stores SWMS documents, permits, and safety check results. These map to a Compliance__c custom object linked to Job__c, with fields: Compliance_Type__c pick-list (SWMS, Permit, Safety Check), Document_URL__c text, Issued_Date__c date, Expiry_Date__c date, and Status__c pick-list. Document files are uploaded to HubSpot's file storage.

WorkBuddy's accounting integration stores invoice IDs and status against jobs. HubSpot has no native invoicing module. Invoice IDs map to Invoice_ID__c text field on the Deal or Job__c record. Invoice status (Paid, Overdue, Partial) maps to Invoice_Status__c pick-list. Full accounting functionality requires a third-party integration post-migration.

WorkBuddy staff accounts are matched to HubSpot users by email address. Inactive or deactivated WorkBuddy users can be migrated as HubSpot contacts for historical reference rather than users. User permissions and role hierarchies do not migrate — HubSpot roles must be configured post-migration by your admin.

WorkBuddy tracks technician time against jobs for payroll purposes. These map to a Timesheet__c custom object linked to Job__c and the Contact representing the technician, with fields: Date__c, Hours__c number, Billable__c checkbox, and Description__c. If your team does not need time tracking in HubSpot, these are exported as a CSV report for your payroll system.