Migrate from Autotask Professional Services Automation (PSA) to HubSpot Service Hub

Autotask Tickets map directly to HubSpot Service Hub Tickets. The Autotask Queue assignment maps to a HubSpot Ticket pipeline and pipeline stage. Autotask Ticket status values (New, Active, Pending, Waiting on Customer, Escalated, Complete) map to HubSpot Ticket pipeline stages which we configure before migration. Ticket priority, due date, and assigned Resource (technician) map to HubSpot Ticket priority, hs_ticket_close_date (custom property), and ticket owner respectively. All Autotask custom Ticket Fields (UDFs) require pre-migration enumeration and mapping to HubSpot custom properties of matching type (text, number, date, dropdown). Autotask UDFs are per-customer and have no automated discovery export, so we run a UDF audit before migration begins.

Autotask Company records map to HubSpot CRM Companies. Company address, billing address, phone, website, and organizational hierarchy fields migrate as HubSpot standard properties. Company is the parent record for Contact, so we load Companies first in migration sequence to satisfy the lookup dependency at Contact import time. Autotask Company-level UDFs map to HubSpot custom properties on Company. The Datto/Kaseya integration identifier on the Company record has no HubSpot equivalent and is not migrated.

Autotask Contact records map to HubSpot CRM Contacts. The Contact-to-Company linkage (parent reference) is preserved by resolving the Company record before Contact insert. Autotask Contact-level UDFs map to HubSpot custom properties on Contact. Email address is used as the dedupe key for Contact import. We preserve the Autotask Resource ID as a custom property autotask_resource_id__c for audit trail and cross-reference during reconciliation.

Autotask Projects (with Tasks, milestone dates, resource assignments, and budget tracking) have no native HubSpot equivalent. We create a HubSpot Custom Object named Project with fields for project name, status, start date, end date, budget, and a lookup to the parent Company. Tasks within the project migrate as child records linked via ProjectTask custom object. Milestone dates become date fields on the Project custom object. Resource assignments on project tasks link to the Contact or User record of the assigned technician. This schema must be created before the data load; the customer's HubSpot admin reviews and approves it in a Sandbox migration first.

Autotask Contracts (defining billing arrangements, labor rates, service level terms, and recurring billing rules) have no native HubSpot equivalent. We create a HubSpot Custom Object named Contract with fields for contract name, contract type, start date, end date, labor rate, SLA terms, billing frequency, and a lookup to the parent Company. Recurring billing rules are stored as text descriptions in a custom field; automated recurring billing generation is not rebuilt within HubSpot scope. If the customer requires automated contract renewal alerts, we document this as a HubSpot Workflow rebuild item post-migration.

Autotask Time Entries (linked to Tickets, Projects, or standalone task work) have no native HubSpot object. We create a HubSpot Custom Object named Time Entry with fields for date, hours, owner (Contact/User lookup), parent ticket reference (Ticket lookup), parent project reference (Project custom object lookup), billing status, and notes. Autotask's rule-based billing flag (billable vs. non-billable) maps to a custom boolean field. The full time entry history is migrated; however, HubSpot's native reporting does not aggregate Time Entry custom objects without a separate analytics tool (HubSpot Analytics or a BI integration).

Autotask Service Calls (scheduling and dispatch records for field service appointments) have no documented export path in the Autotask REST API and no HubSpot equivalent. We do not migrate Service Call records. We flag this as a documented gap in the migration scope acknowledgment, and Service Calls must be manually recreated in HubSpot or a dedicated field service tool if applicable.

Autotask To-dos are individual action items tied to users, not to tickets or projects. They have no bulk export API endpoint in Autotask. HubSpot has no equivalent standalone to-do object for this purpose. We do not migrate To-dos. We recommend converting pending To-dos to HubSpot Ticket tasks before migration cutover, or rebuilding them as task records manually after cutover.

Autotask Documents (file attachments on Tickets and Projects) are stored in Autotask's document management module and retrieved via sequential per-attachment API calls. We migrate file attachments as HubSpot Files attached to the corresponding Ticket or Project custom object record. Because Autotask requires per-file API calls and Autotask's 10,000 calls-per-hour ceiling already constrains the migration window, we schedule attachment migration in a separate phase during off-peak hours to avoid exhausting API capacity during primary record migration.

Autotask Resources (technicians and staff assigned to Tickets, Projects, and Service Calls) map to HubSpot Users. We resolve Resources by email match against HubSpot Users. Any Autotask Resource without a matching HubSpot User is held in a reconciliation queue for the customer's HubSpot admin to provision before record import resumes. Resource role, department, and license status are preserved as custom User properties for reporting and assignment logic.

Autotask UDFs exist on multiple objects (Tickets, Companies, Contacts, Projects, Contracts) and support text, number, date, dropdown, and checkbox types. The UDF schema is customer-specific with no automated discovery export in Autotask. We perform a pre-migration UDF audit to enumerate every custom field on every object, capture its data type and picklist values, and map each to a HubSpot custom property of the equivalent type. Any UDF without a matching HubSpot property is flagged, created in the destination HubSpot portal before data load begins, and validated by the customer's admin.

Autotask Workflow Rules are configuration objects with no export capability via the REST API. HubSpot's Automation Sequences and Workflows are structurally different and cannot be automatically converted. We do not migrate Workflow Rules as code. We deliver a written inventory of every active Autotask Workflow Rule with its trigger, conditions, and actions, plus a recommended HubSpot Workflow or Automation Sequence equivalent for the customer's admin to rebuild post-migration.