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
Households and Accounts
Redtail's household grouping, which links family members and their accounts together.
HubSpot: Companies, with association labels
The household is how a wealth business thinks about a client, and HubSpot has no equivalent concept. Modelling it as a company with labelled associations is workable but has to be designed before any import.
Opportunities
Redtail's sales records.
HubSpot: Deals
Export and import manually. Build the pipeline first or everything lands in the default stage.
Notes and Activity History
Interaction records kept to a compliance standard.
HubSpot: Notes and activities on the timeline
These records exist for regulatory reasons, so they have to arrive attributed and dated rather than pasted as text. Use the API, and agree the retention approach with whoever owns compliance before starting.
Financial Profile Data
AUM, account types, RMD eligibility and KYC status held on the client.
HubSpot: Custom properties
This is regulated client data. Map each field deliberately, decide who may see it, and confirm the access control exists before the data lands.
Seminar and Event Records
Event registrations and attendance.
HubSpot: Marketing events, or a custom object
Seminars are a primary acquisition channel in this industry, so attendance history has real value. Decide whether it becomes list membership or structured event records.
Document Storage and Attachments
Client documents held against records.
HubSpot: Attachments on records
Some of these are regulated documents with retention rules. Confirm whether HubSpot is an acceptable home for them before moving any, and check storage limits on the plan.
Referral Source Tracking
Who referred a client, which drives partner relationships.
HubSpot: Source properties and associations
Referrals are the growth engine here. Where a referrer is another client, model it as an association rather than a text field.
Annual Review Dates and Milestones
Scheduled client review dates and other recurring obligations.
HubSpot: Date properties driving workflows
These must land as real date properties, because the review workflows below key on them. Text dates make the whole review process unbuildable.
Automation
Redtail Workflows
Multi-step checklists attached to contacts, seminars and opportunities.
HubSpot: Workflows with task sequences
These are the operating procedure of the practice, not just automation. Walk each one with the person who runs it rather than translating from the configuration screen.
Workflow Triggers and Templates
What starts a checklist and the template it uses.
HubSpot: Workflow enrolment triggers
Rebuild the trigger as carefully as the steps. A review workflow that never enrols is worse than one that does not exist, because nobody notices.
Task Assignment and Follow-up Sequences
Who gets which task and when.
HubSpot: Workflow task actions
Users must exist first. Due-date offsets between steps are the detail that gets lost.
Annual Review Preparation Workflows
The steps leading up to a scheduled client review.
HubSpot: Date-based workflow enrolment
Keys on the review date property above. This is the most visible process in a wealth practice, so test it end to end with real dates before go-live.
Client Onboarding Checklists
The steps between a new client agreeing and being fully set up.
HubSpot: Workflow task sequences
Often carries compliance steps. Confirm which steps are regulatory before simplifying any of them.
Compliance Review Workflows
Periodic checks required by the firm's supervisory procedures.
HubSpot: Workflows with tasks and date enrolment
These exist to satisfy a regulator. Rebuild them exactly, get sign-off from the compliance officer, and keep evidence that they ran.
Reporting
Account and Contact Reports
Standard reporting across clients and their accounts.
HubSpot: Custom reports
Depends on the household model above. Reporting designed before that decision usually has to be rebuilt after it.
Transaction Reports
Reporting on client transactions.
HubSpot: Custom reports, if the data is present
Transaction detail usually lives in the portfolio system rather than the CRM. Confirm what actually exists in Redtail before promising the reporting.
Workflow Completion and Productivity Reports
Whether the checklists are being finished, and by whom.
HubSpot: Task and workflow reporting
Compliance often depends on being able to show a process completed. Confirm the reporting can evidence that before go-live.
Referral and Loyalty Reports
Reporting on where clients come from and who refers.
HubSpot: Source and association reporting
Follows the referral modelling above.
AUM Segmentation Reports
Client segmentation by assets under management.
HubSpot: Custom reports over the AUM property
Requires AUM as a numeric property with a defined refresh source, or the segmentation is accurate only on the day of migration.
Custom Report Configurations
Saved report definitions.
HubSpot: Custom reports
Rebuild from the question each answers rather than the layout.
Sales And Marketing Config
Client Lifecycle Stages
Prospect, active and former client states.
HubSpot: Lifecycle stage and a client status property
HubSpot lifecycle stage only moves forward by default, and a former client who returns has to move backwards. Handle that deliberately before the import.
AUM Tier Segmentation
Service tiers based on assets under management.
HubSpot: Active lists over the AUM property
Build as lists rather than a static field so tiers update as AUM changes, assuming AUM has a refresh source.
Account Type Categorisation
IRA, 401k, brokerage and trust account classification.
HubSpot: Custom properties, or a custom object
One client holds several accounts of different types, which a property models badly. If account-level reporting matters, this needs a custom object.
Advisor to Owner Mapping
Which advisor is responsible for which client.
HubSpot: Record owner
Map advisors to HubSpot users before importing, or every client arrives unowned and the review workflows have nobody to assign to.
Referral Source Attribution
The recorded origin of each client relationship.
HubSpot: Source properties
Keep it structured. Referral reporting is a board-level number in this industry.
Email Templates and Communication Preferences
Standard client communications and each client's contact preferences.
HubSpot: Email templates and subscription types
Communication preferences carry a consent meaning here. Map them to subscription types before the first send rather than after.
Seminar and Event Management
The process of running a client event end to end.
HubSpot: Marketing events, forms and workflows
Several tools rather than one feature. Rebuild the invitation, registration, reminder and follow-up as a single designed flow.
Users And Permissions
User Accounts and Advisor Assignments
Logins and which advisor each represents.
HubSpot: Users and record ownership
Created before the import so client ownership resolves on the way in.
Team and Branch Office Structure
How advisors are grouped across offices.
HubSpot: Teams, including parent teams
Build as a hierarchy if rollup reporting is expected.
Role-based Access Controls
Who may see and edit regulated client data.
HubSpot: Permission sets and record access settings
This is the item to settle before any data moves. Confirm the exact control the firm needs exists in HubSpot, in writing, rather than assuming an equivalent.
Compliance Data Visibility Restrictions
Limits imposed by the firm's supervisory procedures.
HubSpot: Permission sets and record access settings
Get the compliance officer to review the proposed model before go-live. A visibility gap here is a regulatory problem, not a bug.
Administrator and Standard User Separation
The split between database administrators and ordinary users.
HubSpot: Permission sets
Straightforward to rebuild, and worth doing tightly: super admin access should be rare rather than convenient.
Integrations
Calendar and Mailbox Sync
Office 365 or Google connection for calendar and email.
HubSpot: Connected inbox and calendar integration
Per user, not once for the account. Connect before cutover so logging is continuous.
Portfolio Management Integrations
Orion, Black Diamond and Morningstar feeding account and performance data.
HubSpot: No direct equivalent, needs middleware
These feeds are why AUM is current in the CRM. HubSpot has no native path, so this is custom work or the data goes stale. Settle it before the contract.
E-signature Integrations
DocuSign and similar for client paperwork.
HubSpot: App Marketplace e-signature integrations
Check the completed document lands back on the record, which is what the compliance file depends on.
Financial Planning Tool Connections
MoneyGuidePro, eMoney and RightCapital.
HubSpot: No direct equivalent
Planning tools integrate with wealth-specific CRMs and not with HubSpot. Expect to keep these separate and accept manual hand-off.
Risk Assessment Integration
Riskalyze and similar scoring client risk tolerance.
HubSpot: No direct equivalent
Risk score can be held as a property, but the live connection is unlikely to survive. Confirm how it gets updated afterwards.
Broker-dealer Compliance Feeds
Supervisory feeds required by the affiliated broker-dealer.
HubSpot: No equivalent
If the broker-dealer requires a supervised CRM or an archiving feed, that may rule out the migration entirely. Ask this question first, before any other scoping.
Zapier Automations
Zaps connecting Redtail to other tools.
HubSpot: Updated Zapier scenarios or native workflows
Each needs editing on both sides. Some become unnecessary once HubSpot is the CRM.
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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