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.
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.
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
- 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
- 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.
The Three Objects That Sync Natively
What the connector moves for you, and which way each one flows.
Person
Two wayBecomes Contact
Default matching by email address. Custom fields can be mapped with Data Hub Starter+.
Organisation
Two wayBecomes Company
Default matching by company name or domain. Association mappings link persons to their organisations.
Opportunities
Two wayBecomes 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
Capsule's sales records, held outside any native connector.
HubSpot: Deals
Export by CSV and import as deals. Build the pipeline and stages first or everything lands in the default stage.
Cases
Capsule's support records, tracking an issue through to resolution.
HubSpot: Tickets, or a custom object
Tickets fit if the work is support. If cases are being used as a second sales process, a custom object or a second pipeline is the better mapping.
Projects
Capsule's post-sale delivery boards, used to run work after a deal closes.
HubSpot: Tasks and a delivery pipeline, or an external project tool
HubSpot has no direct equivalent for delivery boards. Decide whether delivery lives in HubSpot at all before scoping this, because the answer changes the project size.
Tasks and Task Tracks
Individual tasks plus Capsule's sequential task templates.
HubSpot: Tasks, with workflows for the sequence
A track is a template plus its automation. Both halves have to be rebuilt, and the sequence is the part usually forgotten.
Tags and Categorisation
Tags grouping records outside the field structure.
HubSpot: Contact properties and lists
Decide per tag whether it is a property value or a list. Importing every tag as a property is the usual mistake.
File Attachments
Documents attached to Capsule records.
HubSpot: Attachments on records
Not included in the CSV export, so this is a manual download or an API pass, run after the records land.
Notes and Email History
Notes and logged email threads on Capsule records.
HubSpot: Notes and logged email on the timeline
The CSV export gives unstructured text. Use the API if the history needs to stay attributed and dated rather than pasted.
Automation
Workflow Automations
Capsule's trigger-based actions on opportunity and project movement.
HubSpot: Workflows
Rebuilt rule by rule. Pipelines and properties have to exist first or the enrolment criteria have nothing to point at.
Tracks
Sequential task templates that activate automatically on a trigger.
HubSpot: Workflow task actions in sequence
The task chain becomes a workflow with delays. Due-date offsets between steps are the detail that gets lost.
Stage-change Email Sends
Automated emails fired when an opportunity moves stage.
HubSpot: Workflow email actions
Decide per send whether it is a sales email from an owner or a marketing send, because they are different tools with different consent rules.
Auto-assignment Rules
Rules assigning a record to a user or team on a trigger.
HubSpot: Workflow rotation and assignment actions
Users and teams must exist before these are built, and round-robin behaviour is worth testing with real records.
Reporting
Won and Lost Opportunity Reports
Outcome reporting across the sales pipeline.
HubSpot: Deal reports
Depends on close date and outcome importing cleanly. Fix the import before rebuilding the report.
Pipeline Growth and Forecasting
Forward-looking pipeline and forecast reporting.
HubSpot: Deal forecasting and pipeline reports
Forecasting needs deal amount, close date and stage probability set up deliberately. It is a configuration job, not just a report.
Average Time to Close
Cycle-time reporting over closed opportunities.
HubSpot: Deal velocity reporting
Needs stage history, which the import does not carry. Expect it to build from cutover forward.
Activity Reports by User or Team
Reporting on logged calls, emails and tasks.
HubSpot: Activity reports
Owner has to resolve to a real HubSpot user on import or every report attributes to nobody.
Saved Filtered Report Views
Filtered views the team works from.
HubSpot: Saved views and custom reports
Cheap and worth doing early, because it is what the team notices missing on day one.
Sales And Marketing Config
Sales Pipelines, Stages and Milestones
Capsule's pipelines and the milestones within them.
HubSpot: Deal pipelines and stages
Build first. Deals, workflows and reports all depend on it existing.
Custom Fields
Custom fields on contacts, organisations, opportunities and cases.
HubSpot: Custom properties
Map type as well as name. A text field holding dates has to become a real date property or nothing downstream can filter on it.
Email Templates
Templates used by automated and manual sends.
HubSpot: Email templates and snippets
Rebuilt by hand. Personalisation tokens have different names and will not carry.
Saved List Filters and Views
Saved contact and opportunity filters.
HubSpot: Saved views and active lists
Rebuild the ones the team uses daily first and let the rest go. Most saved views in an old CRM are dead.
Users And Permissions
User Accounts and Roles
Logins and the permission level attached to each.
HubSpot: Users and permission sets
Created before the import so record ownership can resolve on the way in.
Team Definitions and Assignments
Teams and their membership.
HubSpot: Teams
Map intent rather than structure. A literal copy usually over-restricts.
Record Visibility and Access Restrictions
Rules governing who can see which records.
HubSpot: Record access settings
HubSpot partitions differently. Confirm what genuinely needs hiding before reproducing old restrictions.
Integrations
Mailbox Sync
The Gmail or Outlook connection that auto-logs conversations.
HubSpot: Connected inbox
Reconnected per user, not once for the account. Connect before cutover so logging is continuous.
Calendar Integration
Google Workspace or Microsoft 365 calendar connection.
HubSpot: Calendar integration and the meetings tool
Per user again. A missed user stops logging meetings silently.
Accounting Integrations
Xero, FreshBooks or QuickBooks connections surfacing invoice data on records.
HubSpot: App Marketplace accounting integrations
Check what the HubSpot connector actually syncs. Capsule and HubSpot connectors for the same accounting package rarely surface the same fields.
Zapier Automations
Zaps connecting Capsule to other tools.
HubSpot: Updated Zapier scenarios or marketplace apps
Each zap needs editing on both sides, because the trigger and the field names both change. Some are better replaced by a native workflow.
Transpond Email Marketing
Capsule's own built-in email marketing product.
HubSpot: Marketing email, lists and workflows
This is a whole marketing tool, not an integration. Scope it as its own migration, with templates, lists, automations and suppression all moving.
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
Audit Capsule Data
inventory contacts, organisations, opportunities, cases, projects, tags, custom fields, and pipeline stages
- 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
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
Allow Initial Sync to Complete; Validate Contact and Company Data Quality
Allow initial sync to complete; validate contact and company data quality
- 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
Import Opportunities Into HubSpot as Deals With Proper Pipeline/stage Mapping
Import opportunities into HubSpot as deals with proper pipeline/stage mapping
- 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
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
Recreate Tags as HubSpot Properties or Static Lists
Recreate tags as HubSpot properties or static lists
- 10
Rebuild Workflow Automations, Tracks, Email Templates, and Reports in HubSpot
Rebuild workflow automations, tracks, email templates, and reports in HubSpot
- 11
Download and Re-upload File Attachments Manually or via API
Download and re-upload file attachments manually or via API
- 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.
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
Yes. Data sync, two way, covering 3 objects. What it does not do is rebuild configuration: that is the 28 items below.
Typically 2-4 weeks. Complexity is driven by automation and reporting depth, not by record count: the connector moves records, so a large database is not by itself a long project.
Of 35 features we mapped, 30 (86%) carry across directly and 5 (14%) map partially, meaning something is lost or reshaped. 0 have no HubSpot equivalent at any tier.
28 items have to be rebuilt by hand, and 6 documented limitations are not surfaced by the connector at all. The full list of both is on this page.
HubSpot Free (basic sync); Data Hub Starter+ for custom field mappings
Only in one direction. The sync is not bidirectional here, so a parallel period means picking a system of record and accepting drift in the other.
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