HubSpot to Zoho CRM Migration (Complete 2026 Guide + Pricing)
This ultimate hubspot to zoho crm migration guide offers everything you need to know, including complete processes for migrating hubspot to zoho crm, cost estimates, data mappings, common challenges, recommended timelines, and best practices for eliminating the potential for data loss when switching from hubspot to zoho crm using a professional CRM Migration Service.
Introduction
To be truly honest: I have seen many people and companies go through a difficult hubspot to Zoho migration and waste weeks of time due to lost or corrupted data.
You might be here because of overly high pricing from HubSpot, or due to your need for improved customization options provided by Zoho, and therefore you are facing a hubspot to zoho migration and you want it to succeed on your first attempt.
Good news: Migrations from hubspot to zoho CRM do not have to be difficult. I have worked with numerous teams to make this platform transition, so I'll detail precisely how you can do this successfully (as well as what doesn't work).
In this guide, we will show you everything you need to know regarding all the HubSpot-to-Zoho CRM Migration steps, the true costs involved, a practical checklist of what to do during your migration, and how you can avoid the pitfalls that many people run into when migrating to Zoho from HubSpot. It does not matter whether you are a small business or an agency, we have provided you with a comprehensive roadmap.
Need a zero-data-loss HubSpot → Zoho migration? Our Zoho-authorized experts can migrate your entire CRM safely. Schedule Your Free Migration Audit
Why Businesses Are Moving from HubSpot to Zoho CRM
I have had many people ask me this question: "Why would anyone want to leave HubSpot?"
The answer to that is clear - there are three main reasons for companies migrating from HubSpot to Zoho.
Cost Savings (The Big One)
As your company grows, HubSpot's pricing plan can be extremely challenging to work with. For example, your company may have started out with the $50 monthly plan but as your team grows your company could be paying $3000+ a month for Professional features. On the other hand, Zoho CRM has comparable capabilities for significantly lower cost, particularly for companies in the growth phase.
Better Customization
Zoho provides more flexibility regarding moving customer records and also allows for customization of fields, modules and workflow to ensure they align with the specific business process of your company. If you have experienced the confines of HubSpot's rigid framework you will appreciate the flexibility that Zoho provides.
Unified Ecosystem
Many companies already utilize Zoho Books, Zoho Desk, etc. So when you implement Zoho CRM, having several pieces of your complete business suite integrated together natively and without third-party connectors, it becomes a significant advantage for crm data transfer and an overall improvement in workflow efficiencies.
A focus between the two CRM Tools HubSpot vs Zoho is that HubSpot is easier to get started with compared to Zoho which focuses on greater scaling capability to meet growing businesses requiring a highly customizable operating system while maintaining a cost-efficient approach.
Step-by-Step HubSpot to Zoho CRM Migration Process
Now let's discuss the how-to on moving the data from your HubSpot to Zoho without going crazy (or losing any of your information).
Phase 1: Pre-Migration Preparation
Before doing anything, planning is crucial to ensuring that you complete this activity successfully. Many of the migration projects fail at this point due to a lack of planning.
Audit Your Current HubSpot Data
Login to your HubSpot account and see what kind of data you have:
- ➤ The number and types of companies, contacts, and deals within the CRM
- ➤ Custom field properties used
- ➤ Pipelines and stages used within the CRM
- ➤ Workflows that may need to be recreated
- ➤ Take screenshots. Make notes. This becomes your blueprint.
Clean Your Data First
One of the biggest areas I want to stress is to not migrate over sales pipelines with poor quality or improperly structured data. Spend as much time as necessary (at least one day or more) to ensure all the following items are completed before beginning the migration process:
- ➤ Remove duplicate contacts
- ➤ Remove test records
- ➤ Ensure consistent data formatting across similar contacts
- ➤ Ensure all incomplete records created in your HubSpot system are completed
Importing clean data migrates faster and operates significantly better than importing contaminated or unusable data.
Phase 2: Export from HubSpot
Even though exporting from HubSpot is relatively straightforward, you will find that there are some nuances to be aware of when exporting your data from your HubSpot account.
Export Your Core Data
When exporting your data from your HubSpot to Zoho, you will have to export the following items separately:
- ➤ Contacts with their associated properties
- ➤ Companies with their associated properties
- ➤ Deals with their associated properties
- ➤ Notes and Activities
- ➤ Tasks
Go to Settings → Data Management → Export and download CSV files for each module. The hubspot csv migration to zoho method works well for smaller datasets.
Document Your Workflows
HubSpot workflows cannot be exported. You will need to record manually the following information for each workflow:
- ➤ Trigger(s)
- ➤ Actions performed
- ➤ Conditions and branches
This information will allow you to accurately recreate your sales automation migration into Zoho.
Phase 3: Prepare Zoho CRM
Now you need to set up your new home.
Map Your Fields
This is critical. Create a spreadsheet showing:
- ➤ HubSpot field name → Zoho field name
- ➤ Field type (text, number, date, etc.)
- ➤ Required fields in Zoho
Not all HubSpot fields have direct Zoho equivalents, so you might need to create custom fields. This hubspot to zoho crm mapping step prevents data loss.
Set Up Your Pipeline
Recreate your sales stages in Zoho:
- ➤ Matching to your existing stage names
- ➤ Setting the probability percentages
- ➤ Configuring the required fields
To prevent team confusion in the post-migration phase of the transition, re-create all sales stages in Zoho under the same naming convention.
Phase 4: Import to Zoho CRM
This is where the actual import/export crm data happens.
Import Contacts First
Always start with contacts since deals and companies reference them:
- ➤ Go to Zoho CRM → Settings → Data Administration → Import
- ➤ Upload your HubSpot contacts CSV
- ➤ Map each column to the correct Zoho field
- ➤ Run a test import with 10–20 records first
Check that everything landed correctly before importing all records.
Import Companies and Deals
Additionally, you should repeat the process for both Companies and Deals, verifying that related records retain their relationships (e.g., link Deals to the proper Company and Contact records).
Migrate Notes and Activities
Your attention will be needed in the transfer of HubSpot Notes to Zoho CRM Notes so that you can link the associated notes to the proper Contact/Deal.
Phase 5: Rebuild Workflows
When migrating your workflow from HubSpot to Zoho CRM, you will need to re-create your Automations in Zoho using the following:
- ➤ Lead Assignment Rules
- ➤ Email Sequence
- ➤ Task Creation Triggers
- ➤ Status Updates
Zoho's workflow automation is a powerful tool, so be sure to dedicate the necessary time to properly configure these Features.
Phase 6: Testing and Validation
Do not skip this Critical Phase.
Verify Data Integrity
Be sure to check that:
- ➤ The number of records are equal (HubSpot to Zoho)
- ➤ All custom fields have been filled out properly
- ➤ The relationships between records are maintained
- ➤ No duplicate records were created
Test Workflows
After you migrate your Workflows to Zoho, be sure to perform Testing using Test Data for:
- ➤ The proper sending of emails
- ➤ Creation of tasks
- ➤ The proper triggering of stage updates
Phase 7: Team Training and Go-Live
Your hubspot crm to Zoho crm transfer is technically complete, but adoption matters.
Train Your Team
You should schedule Training Sessions for:
- ➤ How Zoho is set up (where to find everything in Zoho)
- ➤ How to perform daily tasks in Zoho
- ➤ Differences between HubSpot and Zoho
- ➤ Who to contact for assistance
Go Live with Monitoring
After selecting a go-live date, it is essential to closely monitor the platform for the first week after the go-live date. Be prepared to swiftly respond to both users' questions and problems during the initial hours/days after launch.
HubSpot to Zoho CRM Migration Checklist (What to Prepare Before Migration)
The HubSpot to Zoho CRM Migration Checklist that I have constructed represents real migrations and contains all of the core items that you need to be aware of before performing your migration from HubSpot to Zoho. Your first step is to print the Hubspot-to-Zoho Migration Checklist and refer to it during your migration process.
Pre-Migration Tasks
- ✓ Audit all HubSpot data (contacts, companies, deals, notes)
- ✓ Clean up duplicate and test records
- ✓ Create documentation of all active workflows & automations
- ✓ Export all data from HubSpot (contacts, companies, deals, notes, and tasks)
- ✓ Take screenshots of your current pipeline and all stages
- ✓ List out all custom properties and what they were used for
- ✓ Identify any integrations to be reconnected
- ✓ Notify your team about the migration timeline
Zoho CRM Setup Tasks
- ✓ Create custom fields in Zoho to match HubSpot
- ✓ Create a sales pipeline and define the pipeline stages
- ✓ Create user roles and set user permissions
- ✓ Create a field mapping spreadsheet (HubSpot → Zoho)
- ✓ Create email integrations
- ✓ Create territory rules (if applicable)
Migration Execution Tasks
- ✓ Run test import using 10–20 sample records
- ✓ Verify test data accuracy
- ✓ Import all contacts
- ✓ Import all companies
- ✓ Import all deals
- ✓ Import notes and activities
- ✓ Recreate workflows in Zoho
- ✓ Create automation rules
Post-Migration Tasks
- ✓ Confirming the total number of records in both systems are equal
- ✓ Ensuring that every custom field is filled and accurate
- ✓ Completing tests of all workflows with real-life use cases
- ✓ Training team members to navigate Zoho CRM
- ✓ Observing any issues in the first week
- ✓ Disconnecting HubSpot integrations
- ✓ Cancelling your HubSpot subscription (assuming all migrated data worked correctly)
Having this list will help ensure you don't overlook anything while migrating from HubSpot to Zoho CRM.
HubSpot to Zoho CRM Migration Cost (Breakdown + Factors)
Let's talk about the cost of migrating from HubSpot to Zoho CRM; it can greatly depend on your specific situation, including:
DIY Migration Cost
- ➤ Time investment: 40–100 hours depending on data complexity
- ➤ Out-of-pocket cost: $0–$500
For small businesses having only straightforward, un-complex data can generally be done themselves without having to involve a professional service.
Budget for
- ➤ Employee time (most costly resource to you)
- ➤ Possible data cleaning software tools
- ➤ Zoho subscription if you plan on completing parallel testing
Most companies with less than 5,000 contacts will be able to complete the DIY method with minimal assistance.
Automated HubSpot to Zoho CRM Migration Tools
- ➤ Cost: $500–$2,000
- ➤ Time: 10–20 hours
Several hubspot to zoho migration tool options exist:
- ➤ Import2 (approx. $99–$299)
- ➤ Trujay (custom price based on needs)
- ➤ Data2CRM (charged by quantity of records)
They do the majority of the hard work, but you would still be responsible for mapping fields and performing accuracy verifications on the data.
Professional HubSpot to Zoho CRM Migration Services
- ➤ Cost: $2,000–$10,000+
- ➤ Time: 5–15 days
A complete data audit, mapping of fields, cleaning of data, actual execution of the migration, recreation of workflows, training of team members, and providing post-migration support.
Hiring a hubspot to zoho crm migration expert makes sense when
- ➤ 10,000+ records
- ➤ Complex custom fields and relationships
- ➤ Many pipelines
- ➤ Extensive workflow automation
- ➤ Cannot accept risk of losing any data
Professional services typically include
- ➤ Full audit of your data
- ➤ Development of a data mapping strategy
- ➤ Cleaning of your data
- ➤ Execution of the migration
- ➤ Recreation of workflows
- ➤ Support after migration
Factors That Increase Cost
- ➤ How many records (i.e., contacts, deals, and companies)
- ➤ Complexity of the custom fields
- ➤ Number of workflows to recreate
- ➤ Any integration requirements
- ➤ Urgency of the migration timeline
- ➤ Post-migration customization required
ZoFlowX provides a transparent pricing structure based on your requirements. Most of the hubspot to zoho migration packages are priced between $1500 to $2000 for a standard migration.
Tools & Automation Options for HubSpot to Zoho Migration
You have three main options for your hubspot to zoho data migration. Let’s break down which option works best for you.
Manual Migration (CSV Method)
You’d export your data as a CSV from HubSpot and manually import it into Zoho.
When to use this option:
- ➤ If you have fewer than 2,000 records
- ➤ If your data structure is relatively simple
- ➤ If you are working within strict budget constraints
- ➤ If you have employees who are comfortable with technology
Process: Export each module from HubSpot → Clean data in Excel → Map fields → Import to Zoho → Verify
This method of migrating your data is a good option; however, as the size and volume of your database are increased, the likelihood of making errors or having to go back and redo cargo becomes much higher.
Hubspot to Zoho CRM Migration Automation Tools
Various software applications can automate the entire process of migrating lead management data:
Import2
- ➤ They will map the various fields automatically
- ➤ Handle relationships
- ➤ Support for contacts, companies, and deals
- ➤ Costs range between approximately $99–$299 depending on the size of the export file
Trujay
- ➤ Enterprise-focused
- ➤ They provide custom field mapping
- ➤ Support for workflow migrations
- ➤ Custom pricing (typically over $500)
Data2CRM
- ➤ Pay per record
- ➤ Good for one-off migrations
- ➤ Basic automation capabilities
- ➤ Price point typically starts at $300
Although these migration automation tools save you time, you still retain responsibility for the validation and mapping of the fields and ensuring the accuracy of the data after the migration process.
Professional Migration Service
This is where you hire experts (like us at ZoFlowX) to handle everything.
What's included:
- ➤ Audit every aspect of your HubSpot account
- ➤ Provide a list of recommendations on what data needs to be cleaned and how
- ➤ Mapping of strategic fields from HubSpot to Zoho CRM
- ➤ Workflow recreation
- ➤ Zoho CRM setup after migration
- ➤ Train your team
- ➤ Provide ongoing support
Best for:
- ➤ Migrations that are more complex than what is considered typical
- ➤ Data that is critical to an organization’s mission
- ➤ Teams that do not have access to technical resources
- ➤ When you need it done fast and right
The Best Way To Migrate HubSpot to Zoho Is Through Professional Services Professionals Have The Experience to Identify Pitfalls and Navigate Around Them Quickly
Which Option Should You Choose?
The right migration approach depends on your data volume, system complexity, available time, and risk tolerance.
Go DIY if:
- ➤ If you have less than 2,000 contacts
- ➤ An easy-to-build pipeline
- ➤ Enough time to dedicate 40+ hours
- ➤ Are familiar with using spreadsheets, therefore creating a mapping spreadsheet is easy
Use automation tools if:
- ➤ If you have between 2,000 and 10,000 records
- ➤ Moderate level of complexity
- ➤ Want to save time
- ➤ Possess some technical knowledge
- ➤ If you have more than 10,000 records
Hire professionals if:
- ➤ 10,000+ records
- ➤ Very complex workflows
- ➤ The cost of data loss is too great
- ➤ To have it done within 1–2 weeks
How to Migrate from HubSpot to Zoho CRM Without Losing Data
The Number One Concern I Hear Most Often: "What Will Happen If We Lose Important Data?"
Here is The Step-by-Step Process of How To Avoid Data Loss When Migrating HubSpot to Zoho CRM:
Backup Everything First
- ➤ Before you touch any data, make complete backups
- ➤ Export all data from HubSpot
- ➤ Store exports in multiple locations
- ➤ Export snapshot reports
- ➤ Download workflow documentation
Map Fields Carefully
Data loss usually happens during field mapping.
Create a detailed hubspot to zoho crm mapping guide spreadsheet
Example Mapping:
- ➤ HubSpot Field → Zoho Field
- ➤ First Name → First Name
- ➤ Last Name → Last Name
- ➤ Email → Email
- ➤ Company Name → Account Name
- ➤ Deal Stage → Stage
- ➤ Lead Source → Lead Source
Pay special attention to:
- ➤ Multi-selection fields (will need to be handled carefully)
- ➤ Date formats (HubSpot date format versus Zoho date format)
- ➤ Currency fields
- ➤ Lookup relationships
Test with Sample Data
Don’t transfer everything all at once, but rather test with a sample first (20-50) records.
- ➤ Import the test batch
- ➤ Check to see if all the fields have been populated
- ➤ Verify that the relationships between fields are preserved
- ➤ Test to see if the workflows will trigger correctly
Once the test records are verified and no errors have been found in them, then transfer the production records.
Preserve Relationships
CRM data transfer fails when relationships break. Ensure:
- ➤ Contacts link to correct companies
- ➤ Deals link to correct contacts
- ➤ Notes attach to the right records
- ➤ Activities associate properly
Always remember to link all records using unique identifiers (such as email addresses).
Migrate in Phase
Do not transfer everything into one location at once. Use this sequence instead:
- ➤ Transfer your contacts first
- ➤ Transfer your companies second
- ➤ Transfer your deals third
- ➤ Transfer your notes and activities last
Each step of the migration will build upon the last so the chance for error will be reduced.
Verify Record Counts
When you finish importing your records, verify:
- ➤ The number of records in HubSpot
- ➤ The number of imported records in Zoho
- ➤ The number of records that failed to import
- ➤ The number of duplicate records created
These four numbers must match exactly.
Handle Special Data Types
Certain pieces of data need special attention while importing such as:
- ➤ Attachments: must be downloaded from HubSpot, then uploaded manually to Zoho
- ➤ Email history: may need to be forwarded or saved as notes
- ➤ Custom objects: may require custom modules in Zoho
Run Parallel for a Week
Do not shut down your HubSpot account immediately after transferring your records, but keep both systems running in parallel for 7-10 days to ensure that:
- ➤ You are entering new data into both systems
- ➤ You have compared exports from one system with the other
- ➤ You have discovered any sync issues
- ➤ You have trained your team on both systems gradually, so they are prepared to use Zoho
By taking the recommended sequential approach with a safety net approach, you will minimize your risk with CRM migration services.
Common Issues in HubSpot to Zoho Migration & How to Fix Them
The issues listed are all the reasons why migrating a hub was failing. The key issues are:
Issue 1: Field Mapping Mismatches
What happens: The HubSpot fields and Zoho fields do not match, leading to incorrectly mapped or missing data. You can resolve this issue by following these steps:
The fix
- ➤ Create custom fields in Zoho for unique HubSpot properties
- ➤ Use picklist values, taking care to ensure the options match
- ➤ Test the mapping with a small batch first
Issue 2: Lost Relationships
What happens: Leads may lose their association with contacts, and notes may disappear from company records.
To avoid losing leads' association with a contact, you must perform the imports in the Following Sequence:
The fix
- ➤ Import contacts first
- ➤ Import companies second
- ➤ Import deals last
- ➤ Also, make sure to use an email address as the unique identifier for each record
- ➤ Verify that the lookup fields are configured correctly
- ➤ Check each imported deal links to the correct contact
Relationships Matter More Than Individual Records.Your Migration Will Fail If You Don't Take Into Consideration the Relationship Between The Lead, And The Contact, And The Company.
Issue 3: Workflow Automation Breaks
What happens: Your automations will not function in the same manner on a different CRM platform.
The fix
- ➤ Document all HubSpot workflows on paper before the migration
- ➤ Rebuild your automation step by step
- ➤ Test each automation with live scenarios
- ➤ For more complex processes, utilize Zoho’s Blueprint feature
Finally, do not assume that workflow functionality in Zoho will be the same as HubSpot’s. This is not the case, so take your time to understand the differences.
Issue 4: User Adoption Resistance
What happens: Your team dislikes the new CRM, so they are asking for HubSpot back.
The fix
- ➤ Provide training prior to go-live
- ➤ Train users on what Zoho can do better than HubSpot
- ➤ Create quick reference guides
- ➤ Be available for questions during the first week after going live
- ➤ Celebrate small wins — change management is half the battle in any CRM system switch
Issue 5: Integration Disconnections
What happens: Your Email Tool, Calendar, or any other integrations may break during your migration.
The fix
- ➤ Before beginning, list all HubSpot integrations
- ➤ Research equivalent Zoho integrations
- ➤ Set up the integrations in Zoho prior to your go-live date
- ➤ Test each integration to ensure they work correctly
- ➤ Have a backup plan for critical integrations
Issue 6: HubSpot to Zoho CRM Migration Errors During Import
What happens: Your import may read as unsuccessful, partially loaded, or may show errors.
The fix
- ➤ Check your CSV formatting (encoding and special characters)
- ➤ Try a lower batch size (example: import 500 records at a time)
- ➤ Check that you have all required fields completed
- ➤ Remove duplicate email addresses
- ➤ Check file size limitations
Zoho has Specific Format Requirements - Please ensure You Read Zoho's Import Documentation Closely.
HubSpot to Zoho CRM Mapping Guide (Fields + Pipelines + Workflows)
Mapping your data correctly is crucial to the success of your migration. Use this mapping guide to easily migrate from HubSpot to Zoho CRM.
Contact/Lead Mapping
Most of The Fields Will Map Directly Between HubSpot and Zoho but Be Aware of the Following:
| HubSpot Field | Zoho CRM Field | Notes |
|---|---|---|
| First Name | First Name | Direct match |
| Last Name | Last Name | Direct match |
| Direct match | ||
| Phone Number | Phone | Direct match |
| Company | Account Name | Becomes lookup field |
| Lead Status | Lead Status | Create matching picklist |
| Lifecycle Stage | Lead Status or Custom | May need custom field |
| Original Source | Lead Source | Map values carefully |
Company to Account Mapping
| HubSpot Field | Zoho Field | Notes |
|---|---|---|
| Company Name | Account Name | Direct match |
| Domain | Website | Direct match |
| Industry | Industry | Check picklist values |
| Annual Revenue | Annual Revenue | Currency field |
| Number of Employees | Employees | Number field |
| Company Owner | Account Owner | User assignment |
Deal to Potential Mapping
Zoho calls deals "Potentials" - don't let that confuse you.
| HubSpot Field | Zoho Field | Notes |
|---|---|---|
| Deal Name | Deal Name | Direct match |
| Deal Stage | Stage | Must match pipeline |
| Amount | Amount | Currency field |
| Close Date | Closing Date | Date format |
| Deal Owner | Deal Owner | User assignment |
| Associated Contact | Contact Name | Lookup relationship |
| Associated Company | Account Name | Lookup relationship |
Pipeline Mapping Strategy
Don't just copy stage names. Think about your actual sales process:
HubSpot stages → Zoho stages:
- ➤ Appointment Scheduled → Qualification
- ➤ Qualified to Buy → Needs Analysis
- ➤ Presentation Scheduled → Value Proposition
- ➤ Decision Maker Bought-In → Proposal/Price Quote
- ➤ Contract Sent → Negotiation/Review
- ➤ Closed Won → Closed Won
- ➤ Closed Lost → Closed Lost
Set probability percentages for each stage based on your historical win rates.
Workflow Mapping
HubSpot workflows → Zoho workflow rules + blueprints
Common workflow translations:
Lead Assignment:
- ➤ HubSpot: Workflow with "if/then" branches
- ➤ Zoho: Assignment rules + round robin
Email Sequences:
- ➤ HubSpot: Sequence feature
- ➤ Zoho: Email templates + scheduled actions
Task Creation:
- ➤ HubSpot: Workflow actions
- ➤ Zoho: Workflow rules with create task action
Deal Stage Updates:
- ➤ HubSpot: Workflow automation
- ➤ Zoho: Blueprint with stage transitions
Custom Property Mapping
The Mapping Process Becomes More Complex When Dealing with HubSpot's Custom Properties:
- ➤ Ensure there is a standard field in Zoho that matches
- ➤ If necessary, create a custom field that provides the same functionality and matches the data type
- ➤ Ensure that all picklist values are mapped accordingly
- ➤ Test using sample data
- ➤ Document your mappings
Mapping HubSpot Properties with Zoho Fields Requires Time, but Doing it Right Prevents Data Loss.
HubSpot to Zoho CRM Migration for Small Businesses & Agencies
Established Businesses have Different Needs Compared to New Businesses. Here is a Breakdown of What Applies to You:
HubSpot to Zoho CRM Migration for Small Business
If You are a Small Business with 5-20 Employees, Here is What Matters to Your Business:
Keep It Simple
You don't have to transfer all fields to Zoho. You only need to migrate:
- ➤ Important contact information
- ➤ All deals that are still open
- ➤ Any notes made in the last 6 months
- ➤ Your current sales pipeline
Historical data should not be migrated no matter what.
Budget-Friendly Approach
For small businesses, $10,000 for crm migrations is usually not an option. The options for small business crm migration are:
- ➤ Self-direct using CSV files (free but time-consuming)
- ➤ Using cost-effective migration tools like Import2 ($99–$299)
- ➤ Hiring a consultant for 20 hours ($1,500–$3,000)
Quick Setup Priorities
- ➤ Basic lead assignment
- ➤ Email templates
- ➤ Simple pipeline
- ➤ Mobile app access
Don’t overthink it. Get it set up quickly so you can refine it as you go.
HubSpot to Zoho CRM Migration for Agencies
Agencies migrate differently than normal migrations.
Multiple Pipelines
Most agencies have various pipelines for every service they provide (SEO clients, PPC clients, design projects, etc.). Your currently being migrated from HubSpot to Zoho CRM must:
- ➤ Recreate each pipeline the same as you had in HubSpot
- ➤ Keep each pipeline’s stages minimal
- ➤ Ensure each pipeline has its own fields
Client Reporting Requirements
Agencies need to accurately track their performance with Reports.
As you migrate from HubSpot to Zoho CRM You should take the following into consideration for tracking your performances:
- ➤ Recreate all custom reports that were created for you
- ➤ Dashboard setup
- ➤ Client portals
- ➤ Performance metrics
Team Structure Complexity
Agencies tend to have:
- ➤ Account managers
- ➤ Project teams
- ➤ Department heads
- ➤ Clients with limited access
Make Sure to Properly Configure Your Zoho Roles and Permissions to Match Your HubSpot Setup.
Retainer vs. Project Tracking
Zoho must handle your retainers or project phases if App/CRM Integration is not in HubSpot. You may require:
- ➤ Custom modules
- ➤ Project management integration
- ➤ Time tracking fields
Common Ground for Both
This applies to either an agency or small business.
- ➤ Clean your data; do not move poor-quality data over
- ➤ Budget adequate time to ensure your team learns how to use Zoho
- ➤ Test the system to ensure everything works before going live
- ➤ Prepare your Zoho system for rapid growth
HubSpot to Zoho CRM Migration Timeline (How Long It Takes)
Here are some realistic timelines. Most people underestimate how long this will take.
Small Migration (Under 1,000 Contacts)
Timeline: 1-3 days
- ➤ Day 1: Data audit and export (4 hours)
- ➤ Day 2: Zoho setup and field mapping (6 hours)
- ➤ Day 3: Import and testing (4 hours)
These timelines assume you have clean data and simple pipelines. If you have messy data or complex workflows, add time.
Medium Migration (1,000-10,000 Contacts)
Timeline: 5-10 days
- ➤ Days 1–2: Planning and data audit
- ➤ Days 3–4: Clean data and set up Zoho
- ➤ Days 5–6: Field mapping and test imports
- ➤ Days 7–8: Execute the entire migration
- ➤ Days 9–10: Set up workflows and testing
This is a more realistic migration timeline from HubSpot to Zoho for a growing business.
Large Migration (10,000+ Contacts)
Timeline: 2-4 weeks
- ➤ Week 1: Discovery, planning, data audit, and data cleanup
- ➤ Week 2: Configure Zoho, create custom fields, and conduct test migrations
- ➤ Week 3: Perform a full data migration and recreate workflows
- ➤ Week 4: Test, train, and run in parallel with live operations
Enterprise migrations may involve additional time due to increased complexity.
Factors That Extend Timeline
- ➤ Potential data quality issues: 3–7 additional days for data cleanup
- ➤ Workflow complexity: 2–5 extra days for each complex automation
- ➤ Custom objects: 3–5 additional days to create custom modules
- ➤ Integration requirements: 2–3 extra days for each integration
- ➤ Team training: 2–3 additional days to provide complete training
How to Speed Things Up
- ➤ Hire experts: Professional services can cut the timeline by up to 50%
- ➤ Clean data first: Don’t migrate low-quality or unused data
- ➤ Prioritize essentials: Migrate core data first, nice-to-haves later
- ➤ Run parallel: Start using Zoho before completely leaving HubSpot
The fastest way to migrate hubspot to zoho is having clean data and professional help. We've completed migrations in as little as 3 days when clients come prepared.
Why You Need a HubSpot to Zoho CRM Migration Expert
I'll be straight with you: you can DIY this migration. But should you?
Experience with Edge Cases
You can migrate HubSpot to Zoho using a DIY approach, but is it worth the risk? I have migrated hundreds of HubSpot accounts and have seen every possible quirk; from challenging data structure to strange data discrepancies. I can identify patterns quickly; thus saving you time on trial and error.
Strategic Field Mapping
Amateurs follow a literal mapping of fields. Experts take a strategic approach when working with migrating from HubSpot to Zoho CRM:
- ➤ Understand the sales process
- ➤ Maximize Zoho CRM’s strengths
- ➤ Provide a better organizational structure than the previous system
And at times Zoho's version may actually provide a better experience than their previous software!
Time Savings (The Real ROI)
When it comes to how much time you spend, the range for DIY migrations is 40-100 hours and Professional migrations are only 5-10 (for decision making, approvals, etc.)
Quick math:
- ➤ Your time invested in the transition: 60 hours × $100/hour = $6,000
- ➤ Cost of professional services: $3,500
- ➤ Net savings: $2,500 + improved results
Zero Data Loss Guarantee
With Professional Services, you gain:
- ➤ Complete data backup
- ➤ Validation at every step
- ➤ Rollback plans if needed
- ➤ Insurance against mistakes
How much is your customer's data worth to you? Probably not.
Workflow Optimization
This is where Specialists come into play. We don't just recreate your HubSpot workflows. We improve them by taking advantage of the additional features of Zoho.
- ➤ Blueprint for complex sales processes
- ➤ Better automation triggers
- ➤ More intelligent notifications
- ➤ More efficient task creation and assignment
Post-Migration Support
A Migration is not considered completed until the Data is Migrated. It is the responsibility of the Professional Services Provider, to provide all aspects of
- ➤ Team training
- ➤ Issue resolution
- ➤ Optimization recommendations
- ➤ Ongoing support
- ➤ Professional services include 30–90 days of support after go-live
When DIY Makes Sense
To be fair, if:
- ➤ You have fewer than 1,000 contacts
- ➤ You have a simple pipeline
- ➤ You do not have customized workflows
- ➤ You have a tech-savvy team
- ➤ You have a lot of available time
It would be possible for you to complete a Migration on your own.
For Most Companies, Professional HubSpot to Zoho CRM Migration Services will Pay for Themselves in Time Saved and Mistakes Avoided. Ready to make the Transition Without the Worry?
Get Professional HubSpot to Zoho CRM Migration Support
Want to switch to Zoho without any trouble?
ZoFlowX has been a Zoho Authorized Partner for over 14 years, assisting businesses with the migration from Hubspot to Zoho CRM and streamlining the hubspot to zoho crm migration so that you don't have to worry about how to do it.
What You Get with ZoFlowX
Everything you need for a smooth, secure HubSpot to Zoho CRM migration, from planning and data cleanup to go-live support and optimization.
Complete Migration Package:
- ➤ Migration audit: Free of charge, including a time frame
- ➤ Recommended data cleaning
- ➤ Strategic field mapping
- ➤ Full data migration (contacts, companies, deals, notes)
- ➤ Workflow recreation and optimization through Zoho
- ➤ Zoho CRM setup after migration
- ➤ Team training sessions
- ➤ 60 days of support following your migration
Zero Data Loss Guarantee
At ZoFlowX we back everything up, and we validate at every stage. You can count on us to secure your data.
Fixed Pricing
No surprises here! We give you a detailed migration quote up front based on your needs. Most migrations cost between $1500 to $3500.
Our Migration Process
Here is what you can expect during the migration process:
- ➤ Week 1: Discovery calls, data audit, and migration planning
- ➤ Week 2: Zoho setup, field mapping, and test migration
- ➤ Week 3: Full migration, workflow setup, and testing
- ➤ Week 4: Team training, go-live, and support
Why Choose ZoFlowX?
- ➤ Zoho Authorized Partner with proof of certification
- ➤ 14+ years of CRM experience
- ➤ Successfully migrated 200+ companies to Zoho CRM
- ➤ Proven expertise in HubSpot to Zoho CRM migration
- ➤ Ongoing support provided after migration
- ➤ Chennai-based team serving clients worldwide
Learn More About Working with the Best Zoho Partner for Your Business
Conclusion
You concentrate on the management of your company's day-to-day operations and we will provide you with the technological expertise to facilitate your transition from Hubspot to Zoho CRM.
Your transition from Hubspot to Zoho CRM is going to be much smoother than you think.
I have provided you with extensive guidance, including the entire process in detail, direct costs, practical checklist for implementation, fields mapping strategies, common mistakes, how to avoid losing your data, and everything you need to successfully complete this changeover.
What is imperative to remember during this process is to thoroughly plan ahead, clean your data first, test your system prior to launching your system, and not to rush to finish. A success story no matter if you are going to go the Do It Yourself route or hire help; you want to make sure you do it successfully the first time.
The process of migrating from Hubspot to Zoho CRM is an excellent opportunity to optimize how your entire sales team operates, not only will you be migrating data, but you will also be creating an even better sales platform than what you were previously using when working with Hubspot.
Businesses that migrate from Hubspot to Zoho typically express regret for having waited so long to make that transition. While the cost savings can certainly be the motivation to switch systems, the fact that your Zoho environment can be customized and scaled in a way that was never possible in Hubspot makes this change worthwhile.
If you're looking to move your crm software with minimal issues and no loss of data - let us assist you through the entire process! We have migrated hundreds of clients' crm data for their organizations and our team will ensure a successful transfer of crm notes (including all other contact lists, deals, and workflows).
💭Final Thoughts
Hubspot & Zoho CRM Migration is not only a cost effective choice for your business it gives businesses greater flexibility to choose the migration method that best suits their business needs, & requires a clearly defined plan. The perfect implementation process of this migration process will also dictate future sales success and a smooth transition is extremely important.
About the Author
A
Arul Raj
Director at ZoFlowX & Founder of Inboxist
Director at ZoFlowX (Zoho Authorized Partner) and Founder of Inboxist (Klaviyo Silver Partner), specializing in Email Marketing, Deliverability, Marketing Automation, and CRM with 14+ years of experience.
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