Migrate from Yardi to HubSpot

Yardi tenant records map directly to HubSpot contacts. First name, last name, email, phone, and mailing address translate field-by-field. Tenant status (current, former, applicant) migrates as a custom pick-list property on the contact record for lifecycle context. When multiple tenants share the same email address, we flag these for resolution before loading, as HubSpot requires unique email addresses per contact.

Tenant address fields map to HubSpot contact address properties (street, city, state, postal code, country). If the tenant's rented unit is the relevant mailing address, the property/unit address is used instead of a personal address. We validate state and postal code formats against HubSpot's requirements before loading to prevent formatting errors.

Yardi owner records map to HubSpot companies. Owner name becomes the company name; contact information maps to company phone and address. Ownership percentage per property migrates as a custom number field on the company record. Multiple properties owned by one entity remain associated to a single company record.

Yardi property records can map to HubSpot companies when the property itself is the business entity (common in commercial real estate). Property name becomes company name; property type, number of units, and square footage migrate as custom fields. In residential portfolios, the property is more typically a label on the contact record.

Units do not have a native HubSpot equivalent. We map the unit identifier (unit number, building, floor) to a custom text property on the HubSpot contact record. The associated property name is also stored for filtering and reporting in HubSpot.

Yardi lease records map to HubSpot deals with a 'Lease' deal type. Original lease start and end dates map to custom datetime fields; monthly rent amount maps to the deal amount field. Security deposit, lease status (active, expired, month-to-month), and renewal terms become custom fields on the deal. The tenant contact and owner company are associated via HubSpot's deal-contact and deal-company associations.

Rent amounts and recurring charges map to the deal amount field. One-time fees, prorated rent, or utility charges are stored as custom currency fields on the deal record. If detailed line-item accounting is required, a HubSpot products setup can be configured to mirror the lease financial structure.

Yardi work orders map to HubSpot tickets. Original create date, priority (emergency, high, normal, low), assigned vendor or technician, and unit association migrate as ticket properties. Work order status (open, in progress, completed) maps to HubSpot ticket pipeline stage. Ticket subject is constructed from unit + issue type for straightforward identification.

Yardi vendor records map to HubSpot companies with a 'Vendor' company type. Vendor contact name, phone, email, and service category migrate as company properties. Vendors are kept in a separate HubSpot company list from owner and property companies for reporting clarity.

Detailed payment history has no native equivalent in HubSpot CRM. We preserve payment status (current, past due, delinquent) as a custom field on the deal. Full transaction ledgers are exported separately for financial reporting and linked as a file attachment to the deal record.

Yardi staff user records resolve by email match to HubSpot users. Unmatched staff members are flagged before migration — either invited to HubSpot first or assigned a fallback HubSpot owner. Staff roles (property manager, accountant, maintenance coordinator) are stored as HubSpot team associations.

Yardi custom tables and fields created via the Custom Tables admin menu map to HubSpot custom properties on the relevant object. Field data types are translated — Yardi date fields become HubSpot datetime properties, pick-lists become HubSpot pick-list properties. Custom table relationships require a custom junction object or association property in HubSpot.

Lease PDFs, addendums, and related documents exported from Yardi are uploaded to HubSpot Files and associated to the corresponding deal record. File naming follows a convention of [Property]-[Unit]-[LeaseID]-[DocumentType] for straightforward retrieval. HubSpot's 25MB per-file limit applies. For leases with large document sets exceeding this limit, we split the upload into multiple files and note the sequence in the file name.