Act! CRM to

HubSpot Migration

Without Losing Data

Move from Act! CRM to HubSpot with a structured migration that preserves your decades of contact history, opportunity records, and history notes - and finally gives your team a modern, cloud-native CRM with the automation, marketing, and reporting Act! was never built to deliver.

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Teams that leveled up their development with HubXpert

The Problems

Why Migrate from

Act! CRM to HubSpot?

These are patterns we see in nearly every Act! account before a team makes the move.

Desktop-Era Architecture in a Cloud World

Act! was born in 1987. The cloud version layers on top of a desktop-era data model. The result: a CRM that works, but feels structurally older than the way your team actually operates today.

Cloud Features Lag the Desktop Version

Act! Premium Cloud doesn't always have parity with Act! Premium Desktop. New features ship slowly, and switching between desktop and cloud reveals gaps that didn't exist in the same product a decade ago.

Marketing Automation Is Add-On, Not Native

Real marketing automation requires Act! Marketing Automation (the Swiftpage acquisition), sold separately with separate logic. Sales and marketing data live in two different systems pretending to be one.

Modern Mobile, AI, and Conversation Tools Are Missing

AI-assisted writing, predictive scoring, conversation intelligence, modern mobile UX - table-stakes features in 2026 - are absent or limited in Act!. Reps in the field stop logging activity.

Integration Ecosystem Has Aged

Act!'s integration library is real, but the depth and reliability of those integrations lag behind modern CRMs. Many connections require Zapier or custom development that newer platforms include natively.

The Real Cost: A System Your Competitors Left Behind

Act!'s licensing looks economical, but the gap between what Act! does and what HubSpot does keeps growing every year. The cost isn't on your invoice - it's in the productivity, adoption, and competitive ground you lose by staying on a platform designed for the 1990s sales motion.

Hubspot Users

How Many Businesses Are Moving to HubSpot?

The amount is a lot in the last 12 years. It is very obvious why businesses are moving or migrating.  

HubSpot offers an easy to use high growth & fast deploy CRM platform that build for scale. You’ll find everything you need to run your business.

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The SOLUTION

What We Migrate from Act! CRM

(Core Data & Assets)

Most tools only move contacts and opportunities. We migrate the full depth of your Act! database - including the History notes that contain decades of sales context.

CRM Records / Core Records
- Contacts, Companies, and Opportunities with full activity history
- Groups and Companies hierarchy
- Activities - Calls, Meetings, To-dos, Histories, Notes
- Attachments, documents, and Act! Documents tab content
- Sales Pipelines with stage history
- Custom Tables and the relationships between them
- Email and correspondence history (Act! Email and integrated mail history)
Automation
- Smart Tasks rebuilt as HubSpot Workflows
- Lookup-based logic translated into HubSpot Lists and Workflows
- Email templates restructured for HubSpot
- Reminder and follow-up automation
- Act! Marketing Automation campaigns rebuilt as HubSpot Workflows or Sequences
- Custom Activity Series translated into HubSpot Sequences
- Notifications and alerts
Structure & Setup
- Custom fields, field types, and field-level security
- Sales Process and Stage definitions
- User roles, teams, and access permissions
- Layouts restructured for HubSpot's data model
- Categories, ID/Status fields, and segmentation
- Lookups translated to HubSpot Saved Filters and Lists
- Reports and Dashboards
Integrations
- Outlook integration replaced with HubSpot's native email integration
- Act! Marketing Automation replaced with HubSpot Marketing Hub
- QuickBooks integration rebuilt against HubSpot
- Document management - SharePoint, Dropbox, or HubSpot's file system
- VoIP integrations (Sandler-era systems) replaced with HubSpot Calling
- Web Info integrations and lead capture forms migrated to HubSpot Forms
- Zapier and custom integrations rebuilt against HubSpot

BENEFITS

Benefits of Migrating

From Act! CRM to HubSpot

Modernizing off Act! is one of the highest-impact decisions a long-tenured sales team can make. Decades of relationship history come with you - without the architecture that's been holding the team back.

Cloud-Native, Mobile-First

HubSpot was built for cloud from day one. Reps work from their phones, the desktop, the web - same data, same experience, same source of truth.

Native Marketing and Service

HubSpot Marketing Hub replaces Act! Marketing Automation. HubSpot Service Hub adds tickets and knowledge base - all on the same contact record, no separate database to sync.

Modern AI and Conversation Intelligence

Breeze AI for scoring, copy, call summaries, and AI assistants. The kind of capabilities Act! customers have been waiting on for years.

Real Reporting

Pipeline velocity, attribution, deal-time-in-stage, conversion analysis - native dashboards instead of Crystal-Reports-era reporting.

Modern UX That Drives Adoption

Reps actually want to use HubSpot. Mobile activity logging happens in real time. Decades-old contact history becomes searchable, not archived.

A Platform That Ships Continuously

HubSpot releases new features every two weeks. The gap between you and your competitors stops growing.

our process

Our Act! CRM to HubSpot

Migration Process

A clear, step-by-step execution plan with full visibility at every stage. No black boxes, no unexpected issues during migration.

Step 1.

Discovery & Mapping

We audit your Act! database - desktop, cloud, or hybrid - and map every field and table.

Full Act! database audit
Custom Tables and field mapping
History and activity migration strategy
Act! Marketing Automation inventory

Step 2.

System Build & Data Preparation

We configured HubSpot and cleaned your Act! data in parallel.

HubSpot portal set up - properties, pipelines, hubs
Act! data exported via Act! SDK or direct database extract
Duplicates and decades of legacy artifacts cleaned
Test migration on a sample

Step 3.

Migration with Validation

We transfer data in batches with QA after every step.

Migrated in dependency order - Companies, Contacts, Opportunities, History
Smart Tasks rebuilt as HubSpot Workflows
Act! Marketing Automation campaigns rebuilt in Marketing Hub
Your team validates each batch

Step 4.

Go-Live (Cutover)

Your team goes live with complete data continuity.

Final delta sync from Act!
Act! kept as read-only backup
Team starts working in HubSpot immediately
Cutover scheduled around your hours

Step 5.

Training & Support

We train your team and stay close after launch.

Role-based training - special focus on long-tenured Act! users
Walkthroughs on your real HubSpot setup
Reference guides for Act!-to-HubSpot equivalents
Post-migration support window

THE DIFFERENCE

From Act! CRM Complexity to

HubSpot Clarity

The worst outcome of a migration is ending up with a HubSpot system that still feels like Act! CRM. We use the migration as an opportunity to simplify, restructure, and improve how your CRM actually works.

	What Was in Act! CRM	What We Build in HubSpot
Architecture	Desktop-era data model with cloud layered on top	Cloud-native architecture designed for mobile, web, and modern workflows
Automation	Smart Tasks and Activity Series - useful but limited	HubSpot Workflows with multi-object logic, branching, and webhook actions
Marketing	Act! Marketing Automation as a separate Swiftpage product	Native HubSpot Marketing Hub on the same contact record
Mobile	Functional mobile experience that lags the desktop version	Full-featured mobile app with offline activity logging and AI assistance
Reporting	Reports and dashboards that feel dated	Modern real-time dashboards with pipeline velocity, attribution, and revenue analytics

David Jenyns

Creator of SYSTEMology®

Working with Ratul was a game-changer for us. His expertise and dedication significantly improved our marketing strategies and CRM implementation, leading to noticeable growth in our customer engagement and sales.

Faster time to value with
unified data

60%

Personalized experience have
increased stats.

10,000+

Joe Liffrig

Technology Product Leader at Cornerstone Licensing

HubXpert delivered what we needed. Their team migrated our CRM data from Microsoft Dynamics 365 to HubSpot, ensuring a smooth transition with no disruption. The migration was organized, accurate, and focused on data integrity.

CRM Records Migrated

33,638+

Data Accuracy Maintained

100%

Liselotte Leijten-Deppenbroek

Chief Operating Officer

HubXpert successfully migrated over 200,000+ support tickets from Trengo to HubSpot Service Hub, delivering a seamless transition, improved automation, and a scalable customer support operation.

Support tickets migrated

200,000+

Service pipelines & automations implemented

65+

CHALLENGES

Common Migration Challenges (And How We Solve Them)

Migration issues don't come from the transfer itself. They come from poor planning, bad mapping, and no validation. We fix these before they become problems.

Decades of History Preserved

Act!'s greatest asset - years of History notes per contact - migrates intact. Every call summary, every meeting note, every follow-up is searchable in HubSpot.

Custom Tables Mapped Cleanly

Custom Tables map to HubSpot Custom Objects with relationships preserved. The data model translates without forcing you to flatten it.

Marketing Consolidated

Act! Marketing Automation campaigns, lists, and templates are rebuilt inside HubSpot Marketing Hub. One database, one set of workflows.

Long-Tenured Users Supported

Training is calibrated for users who've spent 10-20 years in Act!. We walk through HubSpot's equivalent for every common Act! task, with reference guides users can keep at their desk.

No Downtime

Both systems run in parallel until cutover. Your team is never locked out.

Zero Data Loss

Full Act! database export. Field-by-field mapping. Record counts and History note totals reconciled before sign-off.

FAQ

Questions You Might Have

Can you migrate from Act! Premium Desktop and Act! Premium Cloud?

Yes. Both versions are supported. Desktop migrations use direct database extracts for the cleanest possible export. Cloud migrations use Act!'s SDK and API. Hybrid environments are handled by extracting from both sources.

What happens to our History notes?

Every History entry migrates as a HubSpot timeline activity - calls, meetings, notes, emails, and follow-ups. The full decades of context comes with you.

Can you migrate Custom Tables?

Yes. Act! Custom Tables map to HubSpot Custom Objects with relationships preserved. Field types translate cleanly.

Will we lose any data?

No. Every contact, company, opportunity, History note, and attachment moves with full fidelity. Counts are reconciled on both sides before sign-off.

What about Act! Marketing Automation?

Act! Marketing Automation campaigns, lists, templates, and engagement data move into HubSpot Marketing Hub. The Swiftpage marketing tool is fully replaced.

How long does an Act! CRM to HubSpot migration take?

Most Act! migrations run 7 to 10 weeks. Migrations from very long-tenured databases (15+ years of history) with extensive Custom Tables can take up to 12 weeks.

Is there any downtime?

No. Act! stays live during preparation. Cutover is scheduled outside business hours with a final delta sync.

Will our Outlook integration keep working?

Act!'s Outlook integration is replaced by HubSpot's native Outlook and Gmail integrations, which provide deeper email tracking, calendar sync, and meeting scheduling.

Can our long-tenured reps learn HubSpot quickly?

Yes. Training is calibrated for users coming from Act!. We provide reference guides that translate every common Act! task into HubSpot - Lookup to Filter, Smart Task to Workflow, History to Timeline.

Do we need to clean our Act! data first?

No. Deduplication, decades of legacy artifact cleanup, and field standardization are all part of the migration process.

BOOK CONSULTATION

Make Your Decision

We make everything else easy

With 5+ years of industry experience, 150+ successful projects, and a 98% client satisfaction rate, we've built deep migration expertise across every major CRM, CMS, marketing, and helpdesk platform. Our team has helped 20+ retainer clients personalize their HubSpot setup post-migration, so you don't just inherit a copy of your old system - you launch on a CRM that actually fits how your business runs.

Takes 30 minutes

Delivered by certified HubSpot expert

Act! CRM to HubSpot Migration Without Losing Data

Why Migrate from Act! CRM to HubSpot?

Desktop-Era Architecture in a Cloud World

Cloud Features Lag the Desktop Version

Marketing Automation Is Add-On, Not Native

Modern Mobile, AI, and Conversation Tools Are Missing

Integration Ecosystem Has Aged

The Real Cost: A System Your Competitors Left Behind

What We Migrate from Act! CRM (Core Data & Assets)

CRM Records / Core Records

Automation

Structure & Setup

Integrations

Benefits of Migrating From Act! CRM to HubSpot

Cloud-Native, Mobile-First

Native Marketing and Service

Modern AI and Conversation Intelligence

Real Reporting

Modern UX That Drives Adoption

A Platform That Ships Continuously

Our Act! CRM to HubSpot Migration Process

Discovery & Mapping

System Build & Data Preparation

Migration with Validation

Go-Live (Cutover)

Training & Support

From Act! CRM Complexity to HubSpot Clarity

What Was in Act! CRM

What We Build in HubSpot

Architecture

Automation

Marketing

Mobile

Reporting

Our Clients

David Jenyns

Working with Ratul was a game-changer for us. His expertise and dedication significantly improved our marketing strategies and CRM implementation, leading to noticeable growth in our customer engagement and sales.

Joe Liffrig

HubXpert delivered what we needed. Their team migrated our CRM data from Microsoft Dynamics 365 to HubSpot, ensuring a smooth transition with no disruption. The migration was organized, accurate, and focused on data integrity.

Liselotte Leijten-Deppenbroek

HubXpert successfully migrated over 200,000+ support tickets from Trengo to HubSpot Service Hub, delivering a seamless transition, improved automation, and a scalable customer support operation.

Common Migration Challenges (And How We Solve Them)

Decades of History Preserved

Custom Tables Mapped Cleanly

Marketing Consolidated

Long-Tenured Users Supported

No Downtime

Zero Data Loss

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