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Meticulosity

Agency Migration Guide

Capsule CRM to HubSpot Migration

What actually transfers, what quietly does not, and what has to be rebuilt by hand.

We mapped Capsule CRM against HubSpot feature by feature: 35 features, 3 synced objects, 6 documented traps and 28 items that have to be rebuilt. The whole map is on this page, ungated.

The PDF is the same reference, formatted to send to a client.

Size Your Migration

Get The Guide And The Calculator

The full Capsule CRM to HubSpot reference as a branded PDF you can send straight to a client, plus the Excel calculator we scope these migrations with: every one of the 35 features as a row, enter your counts, get hours.

Three files: the guide as a PDF, the same guide unbranded in Markdown for your AI tool, and the full Excel effort calculator.

PDF documentPDFMarkdown documentMDExcel workbookXLS
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Capsule CRM to HubSpot is a medium migration, typically 2-4 weeks. Of 35 features we mapped, 30 carry across as they are and 5 land with something lost. The work is not moving records: it is the 28 items nothing moves for you.

Migration Scorecard

Complexity: Medium
Migration complexity
Medium
Typical timeline
2-4 weeks
Recommended method
Sync then migrate
Native sync
Data sync, two way
Smart transfer
Not supported
HubSpot subscription
HubSpot Free (basic sync); Data Hub Starter+ for custom field mappings

Feature parity across 35 capabilities

3086%
514%
  • Maps directly: 30 (86%)
  • Maps partially: 5 (14%)
  • No equivalent: 0 (0%)

3

Objects synced natively

6

Limitations and traps

28

Manual rebuild items

5

Source editions covered

Where this comes from: Our own research corpus, verified 2026-08-01, behind every number on this page.

Size Your Own Migration

The Three Objects That Sync Natively

What the connector moves for you, and which way each one flows.

Person

Two wayTwo way

Becomes Contact

Default matching by email address. Custom fields can be mapped with Data Hub Starter+.

Organisation

Two wayTwo way

Becomes Company

Default matching by company name or domain. Association mappings link persons to their organisations.

Opportunities

Two wayTwo way

Becomes Deals

Listed as a shared object on the app's HubSpot marketplace listing (read 2026-07-31). HubSpot publishes 6 default field mappings for it.

Six Things the Sync Does Not Tell You

Each one is documented, and each one has ended a migration in a bad week.

No Opportunity/deal Sync

Capsule CRM opportunities (deals) are not synced via the native HubSpot Data Sync integration. The sync is limited to contacts (persons) and companies (organisations).

Workaround: Export opportunities from Capsule via full account export (CSV) and import into HubSpot deals. Use the Capsule API for more granular control.

No Case/project Sync

Capsule's Cases and Projects features have no equivalent sync mapping in the HubSpot Data Sync. These must be manually migrated.

Workaround: Export cases data from Capsule account export. Map cases to HubSpot tickets (Service Hub) or custom objects. Projects may map to HubSpot tasks or a custom project-tracking solution.

File Attachments Are Not Included in Capsule Export

Capsule's full account export (CSV zip file) does not include file attachments on contacts, opportunities, or cases.

Workaround: Download attachments manually from Capsule before cancellation, or use the Capsule API to programmatically retrieve files.

Notes and Email History Are Embedded in CSV Export Columns

Capsule's full export includes notes and email history in the last column of each CSV file, but this is a single concatenated text field: not structured, timestamped engagement records.

Workaround: Use Capsule API to extract notes and emails as structured data with timestamps, then import into HubSpot via the Engagements API for proper timeline entries.

Dropdown and Multi-select Field Sync Limitations

HubSpot Data Sync has known limitations with dropdown, radio select, and checkbox property types. These may only sync one-way as text values.

Workaround: Verify field type mappings after initial sync. Create compatible text-based properties in HubSpot if bidirectional sync of these field types is needed.

Tags Are Not Synced Natively

Capsule tags (used for categorizing contacts, organisations, opportunities, and cases) are not included in the HubSpot Data Sync field mappings.

Workaround: Include tags in CSV export. Recreate as HubSpot contact/company properties or import tagged groups as HubSpot static lists.

The 28 Items That Get Rebuilt by Hand

This is the list that separates a quote that holds from one that does not.

Data And Objects

Opportunities/Deals (not Synced; Export via CSV and Import to HubSpot Deals)

Cases (export and Map to HubSpot Tickets or Custom Objects)

Projects (post-sale Delivery Boards; Map to HubSpot Tasks or Project Management Tool)

Tasks and Task Tracks (series of Sequential Tasks)

Tags and Categorization (recreate as HubSpot Properties or Lists)

File Attachments (not Included in CSV Export; Download Manually or via API)

Notes and Email History (exported as Unstructured Text; Use API for Structured Data)

Automation

Workflow Automations (trigger-based Actions on Deal/project Movement)

Tracks (sequential Task Templates That Auto-activate)

Automated Email Sends on Pipeline Stage Changes

Auto-assignment Rules (assign to User/team on Triggers)

Reporting

Won/Lost Opportunity Reports

Pipeline Growth and Forecasting Reports

Average Time to Close Reports

Activity Reports by User or Team

Custom Filtered Report Views

Sales And Marketing Config

Multiple Sales Pipelines With Custom Stages and Milestones

Custom Fields on Contacts, Organisations, Opportunities, and Cases

Email Templates for Automated Sends

Saved Contact/opportunity List Filters and Views

Users And Permissions

User Accounts and Roles

Team Definitions and Assignments

Record Visibility and Access Restrictions

Integrations

Gmail / Outlook Email Sync (auto-logging Conversations)

Google Workspace / Microsoft 365 Calendar Integrations

Xero / FreshBooks / QuickBooks Accounting Integrations

Zapier Automations Connecting Capsule to Other Tools

Transpond (Capsule's Built-in Email Marketing)

Estimate The Hours

The Sequence

Sync First, Then Migrate

Order is the content here. These are a dependency chain, and running them out of order is a documented way these migrations fail.

  1. 1

    Audit Capsule Data

    inventory contacts, organisations, opportunities, cases, projects, tags, custom fields, and pipeline stages

  2. 2

    Set up HubSpot Data Sync to Sync Contacts (persons) and Companies (organisations) Bidirectionally

    Set up HubSpot Data Sync to sync contacts (persons) and companies (organisations) bidirectionally

  3. 3

    Verify and Customize Field Mappings (requires Data Hub Starter+ for Custom Mappings)

    Verify and customize field mappings (requires Data Hub Starter+ for custom mappings)

  4. 4

    Allow Initial Sync to Complete; Validate Contact and Company Data Quality

    Allow initial sync to complete; validate contact and company data quality

  5. 5

    Export Full Capsule Account (CSV Zip) to Get Opportunities, Cases, Notes, and Email History

    Export full Capsule account (CSV zip) to get opportunities, cases, notes, and email history

  6. 6

    Import Opportunities Into HubSpot as Deals With Proper Pipeline/stage Mapping

    Import opportunities into HubSpot as deals with proper pipeline/stage mapping

  7. 7

    Import Cases Into HubSpot as Tickets (if Using Service Hub) or Custom Objects

    Import cases into HubSpot as tickets (if using Service Hub) or custom objects

  8. 8

    Use Capsule API to Extract Structured Notes, Email History, and Tasks; Import via HubSpot Engagements API

    Use Capsule API to extract structured notes, email history, and tasks; import via HubSpot Engagements API

  9. 9

    Recreate Tags as HubSpot Properties or Static Lists

    Recreate tags as HubSpot properties or static lists

  10. 10

    Rebuild Workflow Automations, Tracks, Email Templates, and Reports in HubSpot

    Rebuild workflow automations, tracks, email templates, and reports in HubSpot

  11. 11

    Download and Re-upload File Attachments Manually or via API

    Download and re-upload file attachments manually or via API

  12. 12

    Disconnect Capsule Data Sync Once Migration Is Validated

    Disconnect Capsule Data Sync once migration is validated

Typically 2-4 weeks end to end, depending on how much of the source configuration is actually in use.

Effort Estimator

How Big Is This Migration?

A handful of questions, no email required. The ranges come from the research above: every feature we mapped carries an effort figure, and this adds up the ones that apply to you.

Custom fields and properties across all records

Everything beyond the out-of-the-box fields, added up across contacts, companies, deals and anything custom.

Automations, workflows and rules

Anything that fires on its own: workflows, sequences, assignment and validation rules, approvals.

Custom reports and dashboards

Only the ones the business actually uses. Reports nobody opens do not need rebuilding.

Marketing assets to rebuild

Email templates, forms, landing pages, lists and segments taken together.

Custom objects or extra pipelines

Record types beyond contacts, companies, deals and tickets.

Third-party integrations wired into the current system

Anything connected by API, webhook or installed package that has to keep working afterwards.

Users to move across

Seats, plus whatever permission structure sits behind them.

Roughly how many contact records

This affects the sync approach and the reconciliation effort, not the per-record work. The connector moves records; people do not.

Estimated Effort

Answer a couple of questions and an hours range appears here.

Built from our research on 35 Capsule CRM features. It is a range, not a quote.

A planning range, not a quote. It is delivery effort only, with no project management line and no agency markup, so add your own. What moves it most in practice is data quality.

What Goes Wrong Most Often

The failures that show up again and again, in roughly the order they bite.

Capsule Cases Map Onto Tickets and Capsule Projects Map Onto the HubSpot Projects Object; Plan the Mapping Strategy Early, Because Custom Objects Are the Fallback Only When Neither Fits

Capsule Cases map onto tickets and Capsule Projects map onto the HubSpot projects object; plan the mapping strategy early, because custom objects are the fallback only when neither fits.

Notes/email History in the CSV Export Are Concatenated Into a Single Column Per Record, Losing Timestamp and Attribution

use the API for structured data

File Attachments Are NOT Included in the Account Export ZIP

must be downloaded separately

Capsule Tracks (sequential Task Templates) Are a Powerful Feature That Requires Careful Recreation as HubSpot Task Queues or Workflow Sequences

Capsule Tracks (sequential task templates) are a powerful feature that requires careful recreation as HubSpot task queues or workflow sequences

Capsule's Transpond Email Marketing Integration Data Will Not Migrate

rebuild campaigns in HubSpot Marketing Hub

Opportunities Exported From Capsule Can Only Come From the List View, Not the Pipeline or Dashboard Views

Opportunities exported from Capsule can only come from the List view, not the Pipeline or Dashboard views

Questions

Capsule CRM To HubSpot, Answered

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