Agency Migration Guide
Redtail CRM to HubSpot Migration
What actually transfers, what quietly does not, and what has to be rebuilt by hand.
We mapped Redtail CRM against HubSpot feature by feature: 26 features, 2 synced objects, 7 documented traps and 39 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 Redtail 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 26 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.
Redtail CRM to HubSpot is a high migration, typically 6-10 weeks. Of 26 features we mapped, 10 carry across as they are and 11 land with something lost. The work is not moving records: it is the 39 items nothing moves for you.
Migration Scorecard
- Migration complexity
- High
- Typical timeline
- 6-10 weeks
- Recommended method
- Api
- 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 26 capabilities
- Maps directly: 10 (38%)
- Maps partially: 11 (42%)
- No equivalent: 5 (19%)
2
Objects synced natively
7
Limitations and traps
39
Manual rebuild items
3
Source editions covered
Where this comes from: Our own research corpus, verified 2026-07-31, behind every number on this page.
The Two Objects That Sync Natively
What the connector moves for you, and which way each one flows.
Contact
Two wayBecomes Contact
Contacts-only sync. Very limited: only primary email and phone types sync reliably. Multiple email/phone/address types (work, personal, home) have limited two-way support. Financial-specific fields (AUM, account types, KYC) require custom mapping and may flow one-way only for compliance reasons.
Non-Individual Contacts
Two wayBecomes Companies
Listed as a shared object on the app's HubSpot marketplace listing (read 2026-07-31). HubSpot publishes 7 default field mappings for it.
Seven Things the Sync Does Not Tell You
Each one is documented, and each one has ended a migration in a bad week.
Contacts-only Sync -- No Companies, Deals, or Tickets
The native HubSpot Data Sync for Redtail CRM only supports contact syncing. Companies (accounts/households), Deals, and Tickets were planned for addition in 2021 but have not been implemented as of the last research date.
Workaround: Use CSV export from Redtail for companies/accounts. For robust bidirectional sync of additional objects, use a custom API integration or third-party middleware (e.g., IntegrateIQ). Zapier offers basic connection as an alternative.
Household Structure Does Not Map Natively
Redtail CRM uses a Household model (grouping family members under a single household with linked investments). HubSpot's standard Contact-Company model does not natively replicate this structure.
Workaround: Map Redtail households to HubSpot Company records with custom properties. Individual family members become HubSpot Contacts associated with the Company. Requires custom implementation with careful data architecture planning.
Limited Email, Phone, and Address Type Sync
Redtail stores multiple email addresses, phone numbers, and addresses with type labels (work, personal, home, etc.). The Data Sync does not fully support two-way sync of all these typed variants.
Workaround: Map additional email/phone/address types to custom HubSpot properties. Prioritize which types are most important for marketing and sales use cases.
Notes and Activities Do Not Sync
Redtail's compliance-grade notes (tracking who spoke, purpose, and timestamp) and activity history do not sync through the native Data Sync integration.
Workaround: Export notes from Redtail or use their API. Import into HubSpot via Engagements API. For compliance firms, ensure archival requirements are met independently.
Financial Data (AUM, Accounts) Requires Special Handling
AUM totals, account types (IRA, 401k, Brokerage, Trust), and KYC/risk profile data are sensitive financial information. These require directional sync (Redtail to HubSpot read-only) and user permission restrictions in HubSpot.
Workaround: Create restricted custom properties in HubSpot with role-based access. Sync financial data one-way from Redtail to HubSpot only. Requires custom API integration: not available via native Data Sync.
Compliance and Regulatory Concerns for Financial Services
Financial advisory firms are subject to SEC/FINRA regulations. Email archival in HubSpot may not satisfy WORM (Write Once Read Many) compliance requirements. Marketing automation using KYC or suitability flags requires compliance team pre-approval.
Workaround: Implement a separate WORM-compliant email archival solution alongside HubSpot. Have compliance team review all marketing automation workflows before activation. Coordinate data deletion requests (GDPR/CCPA) across both systems.
No Segment Controls or Filters for Sync Qualification
The native Data Sync lacks advanced segment controls to qualify which Redtail contacts are eligible for sync. Users have requested more filtering capabilities.
Workaround: Use HubSpot's sync settings to apply basic filters. For advanced segmentation, use a custom integration layer.
Five Redtail CRM Features HubSpot Cannot Replace
Not a workaround away. If a client depends on one of these, it belongs in the conversation before the contract.
Compliant Email/Communication Archiving
HubSpot has no SEC 17a-4 compliant archiving. Third-party solutions (Global Relay, Smarsh, Proofpoint) needed for communication archiving.
Custodian Data Feeds
HubSpot has no custodian data feed integrations. Custom API development or middleware (like Zapier/Make with custodian APIs) would be needed, but custodian APIs are typically restricted to registered investment advisors and approved fintech vendors.
Financial Planning Tool Integrations
HubSpot has no financial planning tool integrations. Would require custom integration development via APIs or middleware.
Portfolio Management Integrations
HubSpot has no portfolio management integrations. Custom development required.
Riskalyze / Nitrogen Integration
HubSpot has no native Riskalyze or Nitrogen integration and none is listed in its app marketplace. Risk scores could be stored as custom properties, but keeping them current would require custom development against the Nitrogen API.
The 39 Items That Get Rebuilt by Hand
This is the list that separates a quote that holds from one that does not.
Data And Objects
Companies/Accounts/Households (not Synced; Requires CSV Export or Custom API Integration)
Deals/Opportunities (not Synced; Export and Import Manually)
Notes and Activity History (compliance-grade Interaction Records; Use API)
Financial Data: AUM, Account Types, RMD Eligibility, KYC Status (custom Mapping Required)
Seminar/event Registrations and Attendance Records
Document Storage and File Attachments
Referral Source Tracking and Attribution Data
Annual Review Dates and Scheduled Milestones
Automation
Redtail Workflows (multi-step Checklists Attached to Contacts, Seminars, or Opportunities)
Workflow Automation Triggers and Templates
Task Assignment and Follow-up Sequences
Annual Review Preparation Workflows
Client Onboarding Checklists
Compliance Review Workflows
Reporting
Account and Contact Reports
Transaction Reports
Workflow Completion and Productivity Reports
Client Referral and Loyalty Reports
AUM-based Segmentation Reports
Custom Report Configurations (exportable to Excel/PDF in Redtail)
Sales And Marketing Config
Client Lifecycle Stages (Prospect/Active/Former)
AUM Tier-based Segmentation
Account Type Categorization (IRA, 401k, Brokerage, Trust)
Assigned Advisor Mapping to Contact Owner
Referral Source Attribution
Email Templates and Communication Preferences
Seminar/event Management Workflows
Users And Permissions
User Accounts and Advisor Assignments
Team/branch Office Structures
Role-based Access Controls (critical for Financial Data)
Compliance-level Data Visibility Restrictions
Database Administrator Vs. Standard User Permissions
Integrations
Office 365 / Google Calendar Sync
Orion, Black Diamond, Morningstar Portfolio Management Integrations
DocuSign and E-signature Integrations
Financial Planning Tool Connections (MoneyGuidePro, eMoney, RightCapital)
Riskalyze/Nitrogen Risk Assessment Integration
Broker-dealer Compliance Feeds
Zapier Automations
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
Conduct Thorough Audit of Redtail Data
contacts, households, accounts, AUM data, notes, workflows, seminars, custom fields
- 2
Engage Compliance Team Early
define what financial data can live in HubSpot and what restrictions are needed
- 3
Set up HubSpot Data Sync for Basic Contact Sync as a Starting Foundation
Set up HubSpot Data Sync for basic contact sync as a starting foundation
- 4
Design HubSpot Data Architecture
map households to companies, financial fields to restricted custom properties
- 5
Build Custom API Integration for Household/company Sync and Financial Data (one-way Redtail to HubSpot)
Build custom API integration for household/company sync and financial data (one-way Redtail to HubSpot)
- 6
Export and Import Deals/opportunities With Proper Lifecycle Stage Mapping
Export and import deals/opportunities with proper lifecycle stage mapping
- 7
Extract Notes and Activity History via Redtail API; Import as HubSpot Engagements With Timestamps
Extract notes and activity history via Redtail API; import as HubSpot engagements with timestamps
- 8
Map Referral Sources to HubSpot Attribution Properties
Map referral sources to HubSpot attribution properties
- 9
Rebuild Workflows, Annual Review Triggers, and Seminar Management Processes in HubSpot
Rebuild workflows, annual review triggers, and seminar management processes in HubSpot
- 10
Configure Role-based Access Restrictions for Financial Data Properties in HubSpot
Configure role-based access restrictions for financial data properties in HubSpot
- 11
Set up WORM-compliant Email Archival Solution If Required by Firm's Compliance Requirements
Set up WORM-compliant email archival solution if required by firm's compliance requirements
- 12
Test Extensively With Compliance Team Before Go-live
Test extensively with compliance team before go-live
Typically 6-10 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 26 Redtail 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.
Contacts-only Native Sync Is a MAJOR Limitation
most financial advisory firms need household, account, and activity data which requires custom API work
Household-to-Company Mapping Must Be Carefully Planned to Preserve the Family-as-financial-unit Model
Household-to-Company mapping must be carefully planned to preserve the family-as-financial-unit model
Financial Data (AUM, KYC) Requires Restricted Access in HubSpot
not all users should see this data
SEC/FINRA Compliance Requirements May Require a Separate Email Archival Solution Alongside HubSpot
SEC/FINRA compliance requirements may require a separate email archival solution alongside HubSpot
Marketing Automation Using Suitability or KYC Data Needs Compliance Pre-approval Before Activation
Marketing automation using suitability or KYC data needs compliance pre-approval before activation
Redtail's Seminar Management Is Deeply Integrated
HubSpot Events requires separate planning
Many Financial Advisory Firms Use Redtail Alongside Portfolio Management Tools (Orion, Black Diamond) That Also Need New HubSpot Integrations
Many financial advisory firms use Redtail alongside portfolio management tools (Orion, Black Diamond) that also need new HubSpot integrations
Right-to-be-forgotten Requests (GDPR/CCPA) Require Coordinated Deletion Across Both Systems During Transition Period
Right-to-be-forgotten requests (GDPR/CCPA) require coordinated deletion across both systems during transition period
Questions
Redtail CRM To HubSpot, Answered
Yes. Data sync, two way, covering 2 objects. What it does not do is rebuild configuration: that is the 39 items below.
Typically 6-10 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 26 features we mapped, 10 (38%) carry across directly and 11 (42%) map partially, meaning something is lost or reshaped. 5 have no HubSpot equivalent at any tier.
39 items have to be rebuilt by hand, and 7 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
5: Compliant Email/Communication Archiving, Custodian Data Feeds, Financial Planning Tool Integrations, Portfolio Management Integrations, Riskalyze / Nitrogen Integration. If a client depends on one, it belongs in the conversation before the contract.
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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