Agency Migration Guide
Pipedrive to HubSpot Migration
What actually transfers, what quietly does not, and what has to be rebuilt by hand.
We mapped Pipedrive against HubSpot feature by feature: 56 features, 10 synced objects, 11 documented traps and 18 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 Pipedrive 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 56 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.
Pipedrive to HubSpot is a medium migration, typically 2-12 weeks. Of 56 features we mapped, 49 carry across as they are and 7 land with something lost. The work is not moving records: it is the 18 items nothing moves for you.
Migration Scorecard
- Migration complexity
- Medium
- Typical timeline
- 2-12 weeks
- Recommended method
- Smart transfer
- Native sync
- Data sync, two way
- Smart transfer
- Supported
- HubSpot subscription
- HubSpot Free CRM for default field sync; Data Hub (Data Hub) Starter ($15/mo/seat) for custom field mappings; Enterprise for custom objects
Feature parity across 56 capabilities
- Maps directly: 49 (88%)
- Maps partially: 7 (13%)
- No equivalent: 0 (0%)
10
Objects synced natively
11
Limitations and traps
18
Manual rebuild items
5
Source editions covered
Where this comes from: Our own research corpus, verified 2026-07-31, behind every number on this page.
The Ten Objects That Sync Natively
What the connector moves for you, and which way each one flows.
Persons
Two wayBecomes Contacts
Email address is the primary deduplication key. HubSpot requires a valid email address to sync contacts by default. Pipedrive Persons without email addresses will be excluded from sync. HubSpot splits a full name into First Name and Last Name - the first word goes to First Name, everything after the first space to Last Name.
Organizations
Two wayBecomes Companies
Company name and domain are used for deduplication. When an app has both a company name and company domain field, HubSpot will match two records if they have the same company name but a different domain, and vice versa.
Deals
Two wayBecomes Deals
Deal stage labels must match exactly between systems. Smart Transfer will create a workflow that fills the Close date property in HubSpot with the value from the correct field in Pipedrive. Pipeline stages must be configured in HubSpot before deal sync. An accompanying sync of contacts and/or companies is required to ensure associated records are created.
Email Activities
Into HubSpotBecomes Email Activities
HubSpot Smart Transfer syncs Pipedrive email ACTIVITIES but not logged emails. A Data Hub subscription is required to sync Pipedrive activities. Documented in HubSpot's Smart Transfer data sync object mappings (knowledge.hubspot.com/integrations/supported-apps-for-hubspot-smart-transfer, read 2026-07-31).
Meeting Activities
Into HubSpotBecomes Meetings
Requires a Data Hub subscription (activity sync). Documented in HubSpot's Smart Transfer data sync object mappings (knowledge.hubspot.com/integrations/supported-apps-for-hubspot-smart-transfer, read 2026-07-31).
Call Activities
Into HubSpotBecomes Calls
Requires a Data Hub subscription (activity sync). Documented in HubSpot's Smart Transfer data sync object mappings (knowledge.hubspot.com/integrations/supported-apps-for-hubspot-smart-transfer, read 2026-07-31).
Task Activities
Into HubSpotBecomes Tasks
Requires a Data Hub subscription (activity sync). Documented in HubSpot's Smart Transfer data sync object mappings (knowledge.hubspot.com/integrations/supported-apps-for-hubspot-smart-transfer, read 2026-07-31).
Notes
Into HubSpotBecomes Notes
Note transfer is supported. Documented in HubSpot's Smart Transfer data sync object mappings (knowledge.hubspot.com/integrations/supported-apps-for-hubspot-smart-transfer, read 2026-07-31).
Products
Two wayBecomes Products
Products transfer, and associated products on deals move as deal line items in the one-time post-sync transfer. Documented in HubSpot's Smart Transfer data sync object mappings (knowledge.hubspot.com/integrations/supported-apps-for-hubspot-smart-transfer, read 2026-07-31).
(Custom) Activities
Two wayBecomes Engagements
Custom and standard Pipedrive activities sync to HubSpot engagements. Listed as a shared object on the app's HubSpot marketplace listing (read 2026-07-31); no default field mappings are published for it.
Eleven Things the Sync Does Not Tell You
Each one is documented, and each one has ended a migration in a bad week.
Only Contacts, Companies, and Deals Sync via Native Data Sync
The native HubSpot Marketplace integration with Pipedrive only syncs contacts (Persons), companies (Organizations), and deals. Activities, notes, calls, emails, tasks, and other engagement data do NOT sync through the native integration.
Workaround: Use Smart Transfer for one-time activity migration (limited), third-party tools (Trujay, Import2, Migratr), or custom API integration for activity sync.
Activities Do Not Transfer via Data Sync
Pipedrive activities (calls, meetings, tasks) do not export in a structured way that can be imported into HubSpot. Additionally, a Pipedrive activity can only link to one object at a time (deal, lead, or project), whereas HubSpot Engagements can be associated with multiple contacts, companies, and deals simultaneously. This structural difference means activities require transformation, not simple copying.
Workaround: Use third-party migration tools for activity transfer. Accept that some activity history may need to be left behind for cost-effective migration.
Notes, Call Logs, and Email Attachments Do Not Sync
Standard Pipedrive exports and the native sync do not include notes, call logs, or email attachments attached to deals. These are considered 'soft data' requiring separate handling.
Workaround: Employ a capable migration application such as Trujay, Import2, or Migratr specifically for engagement history.
Attachments Cannot Be Transferred via Data Sync
File attachments on Pipedrive deals, organizations, and persons are not included in a standard data export or native sync. There is no automated way to transfer them. They can be transferred to HubSpot with a one-time post-sync transfer through Smart Transfer.
Workaround: Use Smart Transfer's post-sync attachment transfer, or manually download from Pipedrive and re-upload to corresponding HubSpot records.
Smart Transfer Syncs Email Activities but Not Logged Emails
HubSpot Smart Transfer will sync email activities from Pipedrive, but not logged emails. Additionally, HubSpot does not distinguish between public emails and private emails as Pipedrive does - private emails become public upon migration.
Workaround: Inform team about privacy change. Consider whether email history migration is necessary for your use case.
Custom Objects Not Supported by Smart Transfer
The transfer of custom objects is not supported by HubSpot Smart Transfer. Custom objects or fields simulating object relationships require custom API-based solutions.
Workaround: Use custom API migration scripts or third-party tools. Requires HubSpot Sales Hub Enterprise or above for custom objects.
Record Associations Can Break During Migration
Contacts, deals, and companies may lose their associations during migration, breaking key relationships. When importing a deal CSV into HubSpot, it has no connection to the contact or company it originally lived on.
Workaround: Use Smart Transfer which preserves associations, or ensure CSV imports include association identifiers. Post-migration re-association may be needed.
User Ownership Mapping Must Be Explicit
Pipedrive user accounts don't automatically match HubSpot accounts. Without explicit user mapping, records land in HubSpot without an owner, and workflow triggers that depend on record ownership fire incorrectly or not at all.
Workaround: Build explicit user mapping before migration. Map each Pipedrive user to their corresponding HubSpot user.
Property Type Mismatches Prevent Syncing
Fields with mismatched types between Pipedrive and HubSpot cannot be synced. Dropdown options must match perfectly between platforms. Read-only properties cannot be mapped.
Workaround: Audit and align field types and dropdown values before enabling sync. Create custom properties with correct types.
Free Tier Limited to Default Field Mappings Only
The free HubSpot Data Sync only syncs default/standard fields. Custom field mappings require a Data Hub (Data Hub) Starter subscription.
Workaround: Upgrade to Data Hub Starter ($15/month/seat) for custom field mapping capabilities.
Smart Transfer Works Best Under 10,000 Records
HubSpot Smart Transfer is optimized for simple Pipedrive setups with contacts, companies, deals, standard fields, and record counts under 10,000. Larger datasets or complex configurations may require professional migration services.
Workaround: For larger datasets, use professional migration services, API-based migration, or break migration into smaller batches.
One Things a Migration Does Not Rebuild
These are Pipedrive's own code and products. A HubSpot migration does not port them, so they carry no hours in any estimate. They still need a decision, because the client is giving something up.
Custom App Development
Custom Pipedrive apps must be completely rebuilt for HubSpot's app framework. Different APIs, UI components, and authentication.
The 18 Items That Get Rebuilt by Hand
This is the list that separates a quote that holds from one that does not.
Data And Objects
Products and Product Catalog
Pipedrive Products must be recreated in HubSpot's Products library.
Custom Fields on Activities
Pipedrive custom activity types and custom fields on activities must be recreated as HubSpot engagement properties.
Lead Labels and Categories
Pipedrive's lead labeling system needs to be replicated using HubSpot properties or lifecycle stages.
Automation
Pipedrive Automations
All Pipedrive automations must be rebuilt from scratch in HubSpot. The logic structures differ fundamentally between platforms - no direct translation is possible. A 'Logic Audit' of Pipedrive workflows is needed before rebuilding.
Email Templates
Pipedrive email templates must be manually recreated in HubSpot.
Email Sequences
Pipedrive email sequences must be rebuilt as HubSpot Sequences.
Smart Contact Data / Enrichment
Pipedrive's Smart Contact Data enrichment feature needs to be replaced.
Reporting
Custom Reports and Insights
Pipedrive reports and Insights dashboards must be rebuilt from scratch. HubSpot's reporting logic and visualization capabilities differ from Pipedrive, and attempting to replicate Pipedrive reports in HubSpot might lead to frustration.
Sales Goals and Targets
Pipedrive goals and targets must be reconfigured in HubSpot.
Revenue Forecasting
Pipedrive's revenue forecasting setup must be reconfigured.
Sales And Marketing Config
Deal Pipelines and Stages
Pipedrive pipelines and deal stages must be set up in HubSpot BEFORE migrating deal data so stage values match.
Web Forms and LeadBooster
Pipedrive's LeadBooster (chatbot, live chat, web forms, prospector) must be replaced with HubSpot equivalents.
Saved Filters and Views
All saved filters, custom views, and list segmentation in Pipedrive must be recreated as HubSpot saved views or active lists.
Meeting Scheduler
Pipedrive Scheduler links and configurations must be replaced with HubSpot meeting links.
Users And Permissions
User Roles and Visibility Groups
Pipedrive's visibility groups and permission sets must be recreated in HubSpot.
Teams Structure
Pipedrive team hierarchy must be recreated.
Integrations
Third-party Integrations and Marketplace Apps
All Pipedrive Marketplace apps and third-party integrations must be evaluated and replaced with HubSpot App Marketplace equivalents.
Zapier/Make Automations Involving Pipedrive
Any Zapier or Make automations that reference Pipedrive must be updated to use HubSpot triggers and actions instead.
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
Check Pipedrive License Expiration Date and Plan Overlap Timeline to Avoid Losing Access
Check Pipedrive license expiration date and plan overlap timeline to avoid losing access
- 2
Audit and Clean Pipedrive Data
merge duplicates, delete unused contacts, validate fields
- 3
Document All Active Automations, Email Templates, Sequences, and Integrations
Document all active automations, email templates, sequences, and integrations
- 4
Create Comprehensive Field Mapping Workbook
inventory all Pipedrive fields by object and map to HubSpot equivalents
- 5
Configure HubSpot
set up deal pipelines/stages, create custom properties, configure user accounts and roles
- 6
Install Pipedrive Data Sync From HubSpot Marketplace and Initiate Smart Transfer
Install Pipedrive Data Sync from HubSpot Marketplace and initiate Smart Transfer
- 7
Smart Transfer Audits Data and Creates Properties/pipelines Automatically Based on Pipedrive Config
Smart Transfer audits data and creates properties/pipelines automatically based on Pipedrive config
- 8
Select Objects and Data Types to Transfer; Review and Adjust Field Mappings
Select objects and data types to transfer; review and adjust field mappings
- 9
Run Smart Transfer to Sync Contacts, Companies, and Deals
Run Smart Transfer to sync contacts, companies, and deals
- 10
Use Smart Transfer Post-sync Transfer for Attachments
Use Smart Transfer post-sync transfer for attachments
- 11
Migrate Activities and Engagement History Using Third-party Tools If Required (Trujay, Import2, Migratr)
Migrate activities and engagement history using third-party tools if required (Trujay, Import2, Migratr)
- 12
Rebuild Automations, Email Templates, Reports, Dashboards, and Forms in HubSpot
Rebuild automations, email templates, reports, dashboards, and forms in HubSpot
- 13
Validate Data
spot-check records across contacts, deals, companies; verify associations and ownership
- 14
Train Team on HubSpot; Go Live; Accept Brief License Overlap Period
Train team on HubSpot; go live; accept brief license overlap period
Typically 2-12 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 56 Pipedrive 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.
Live Data Overlap
if team keeps entering data into Pipedrive after migration cutover date, those new records won't exist in HubSpot
Broken Associations
CSV-imported deals lose connection to contacts and companies - use Smart Transfer to preserve associations
Missing Activity History
activities, notes, calls, and emails don't export by default through standard tools
User Ownership Errors
without explicit user mapping, records land in HubSpot without an owner, breaking ownership-based workflows
Email Privacy Loss
private emails in Pipedrive become public upon migration to HubSpot
Pipeline Timing
configure pipelines and deal stages BEFORE migrating object data
Reporting Differences
don't try to replicate Pipedrive reports 1:1 - redesign for HubSpot's strengths
Contacts Without Email Addresses Will Be Excluded From Default Sync - Handle These Separately
Contacts without email addresses will be excluded from default sync - handle these separately
Duplicate Records
HubSpot is unforgiving with duplicates - clean Pipedrive thoroughly before migration
Questions
Pipedrive To HubSpot, Answered
Yes. Data sync, two way, covering 10 objects. Smart transfer is supported. What it does not do is rebuild configuration: that is the 18 items below.
Typically 2-12 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 56 features we mapped, 49 (88%) carry across directly and 7 (12%) map partially, meaning something is lost or reshaped. 0 have no HubSpot equivalent at any tier.
18 items have to be rebuilt by hand, and 11 documented limitations are not surfaced by the connector at all. The full list of both is on this page.
HubSpot Free CRM for default field sync; Data Hub (Data Hub) Starter ($15/mo/seat) for custom field mappings; Enterprise for custom objects
No. 1 items are Pipedrive's own code and products, which a HubSpot migration does not port and which carry no hours in an estimate. They still need a decision, because the client is giving something up.
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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