Insightly to

HubSpot Migration

Without Losing Data

Move from Insightly to HubSpot with a structured migration that preserves your contacts, organizations, opportunities, and project data - and finally separates your sales pipeline from your project tracking so each one actually works.

Trusted by 50+ healthcare organizations

Teams that leveled up their development with HubXpert

The Problems

Why Migrate from

Insightly to HubSpot?

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

CRM and Project Tool Stuck in One System

Insightly tried to be a CRM and a project management tool in one. The result is a sales pipeline that competes with project tracking for attention, and reps who can never tell which view is the source of truth.

Marketing Automation Bolted On, Not Built In

Insightly Marketing is a separate product with separate logic. Contacts sync but don't unify. Campaigns live in one place, deals in another, and nothing tells the same story.

Reporting Stops at the Surface

Insightly's built-in reports show counts and totals - not deal velocity, conversion by source, or pipeline health. RevOps ends up exporting CSVs and rebuilding the analysis in Excel.

Workflow Automation Is Limited

Insightly workflows handle simple tasks well, but anything multi-step or conditional quickly hits the ceiling. Teams end up using external tools like Zapier to fill the gaps.

Mobile and Modern UX Lag Behind

The interface feels dated compared to current CRMs. The mobile app is functional but limited. Reps in the field stop logging activity, and the CRM becomes a back-office tool again.

The Real Cost: Two Tools Pretending to Be One

Insightly customers usually end up paying for Insightly CRM, Insightly Marketing, and a separate project management tool anyway - because the all-in-one promise never fully delivered. Consolidating onto HubSpot typically lowers total spend while delivering a single source of truth across sales, marketing, and service.

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 Insightly

(Core Data & Assets)

Most tools only move contacts and opportunities. We migrate the full depth of your Insightly account - including your project data and marketing history.

CRM Records / Core Records
- Contacts, Organizations, and Opportunities with full activity history
- Leads and lead conversion history
- Projects, project milestones, and project tasks
- Custom Objects and the relationships between them
- Tasks, Events, Notes, Emails, and Calls
- Files, attachments, and linked Google Drive documents
- All record links between Contacts, Organizations, Opportunities, and Projects
Automation
- Workflow Automation rules rebuilt as HubSpot Workflows
- Lead assignment rules and routing logic
- Email templates from Insightly and Insightly Marketing
- Task automation and follow-up reminders
- Approval steps reworked for HubSpot
- Insightly Marketing journeys translated into HubSpot Sequences and Workflows
- Notification and alert rules
Structure & Setup
- Custom fields, pick-lists, and field dependencies
- Opportunity Pipelines and Stages
- User roles, permissions, and visibility settings
- Tags, categories, and segmentation rules
- Lead Scoring (where configured)
- Page layouts restructured for HubSpot's data model
- Saved searches and report definitions
Integrations
- Gmail, Outlook, and Google Workspace
- QuickBooks Online or Xero for accounting data
- Insightly Marketing replaced with HubSpot Marketing Hub
- Zapier and Make integrations rebuilt against HubSpot
- Slack and MS Teams notifications
- Calendar and meeting platforms
- Web forms and lead capture sources

BENEFITS

Benefits of Migrating

From Insightly to HubSpot

When your CRM and project tool live inside the same system, both end up underperforming. Moving to HubSpot solves the conflict and gives sales a CRM that's built for selling.

Separation of Concerns

Sales gets a proper CRM. Project tracking moves to a dedicated tool or HubSpot Custom Objects, with a clean handoff between them. No more pipeline competing with task lists.

Marketing Inside the CRM

HubSpot Marketing Hub replaces Insightly Marketing - no separate product, no separate contact list, no sync errors between two databases.

Reporting That Answers Real Questions

Pipeline velocity, conversion by source, time-in-stage, win/loss reasons - all native in HubSpot. RevOps stops rebuilding the same dashboard every quarter.

Workflows That Scale

HubSpot's workflow builder handles branches, delays, conditional logic, and multi-object automation. The kind of automation Insightly forced you to outsource to Zapier.

Modern UX and Mobile

Reps actually use HubSpot from their phones. Activity gets logged in real time. The CRM stops being a back-office reporting tool.

One Vendor, Predictable Pricing

Sales, marketing, service, CMS, and operations on one platform. No more separate Insightly Marketing license and a stack of third-party tools to fill the gaps.

our process

Our Insightly 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 full Insightly account, including the project side of the platform.

Full Insightly audit - CRM, Marketing, Projects
Field-level mapping between Insightly and HubSpot
Project data strategy - Custom Objects or external tool
Risks identified upfront

Step 2.

System Build & Data Preparation

We configure HubSpot and clean your Insightly data in parallel.

HubSpot portal set up with your pipelines and properties
Insightly data exported via API or CSV
Duplicates removed, picklists standardized
Test migration run on a sample

Step 3.

Migration with Validation

We transfer data in batches with QA after every step.

Migrated in dependency order - Organizations, Contacts, Opportunities, Projects
Workflows rebuilt in staging environment
Insightly Marketing assets moved into HubSpot
Your team validates each batch

Step 4.

Go-Live (Cutover)

Your team goes live with complete data continuity.

Final delta sync from Insightly
Insightly 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 for sales, marketing, and project teams
Walkthroughs on your real setup
Reference guides for Insightly-to-HubSpot equivalents
Post-migration support window

THE DIFFERENCE

From Insightly Complexity to

HubSpot Clarity

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

	What Was in Insightly	What We Build in HubSpot
CRM + Projects	Sales pipeline and project tracking competing in the same view - neither one optimized	Clean separation: HubSpot for CRM, projects as Custom Objects or in a dedicated tool with a clear handoff
Marketing	Insightly Marketing as a separate product with its own contact list and sync logic	HubSpot Marketing Hub with a unified contact record and shared automation across marketing and sales
Workflows	Basic workflow rules - anything complex outsourced to Zapier	Native HubSpot Workflows with branches, delays, conditional logic, and multi-object automation
Reporting	Surface-level reports - RevOps exports to Excel for real analysis	Native dashboards with pipeline velocity, conversion, win/loss, and forecast metrics
Mobile	Dated mobile app that reps avoid	Full-featured HubSpot mobile app with offline logging and real-time activity

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.

Zero Data Loss

Full Insightly export with audit. Field-by-field mapping. Record counts and relationships verified on both sides.

Project Data Handled Cleanly

Project records are either modeled as HubSpot Custom Objects or migrated to a dedicated project tool with a HubSpot integration. We don't force them into a sales pipeline.

Marketing Consolidated

Insightly Marketing assets - emails, templates, journeys, lists - are rebuilt inside HubSpot Marketing Hub. One database, one source of truth.

Workflows Don't Break

Every workflow rebuilt natively in HubSpot. Logic tested in staging before go-live.

No Downtime

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

Fast Team Adoption

Clean setup, role-based training, and quick-reference guides for the most common Insightly-to-HubSpot task equivalents.

FAQ

Questions You Might Have

Can you migrate Insightly Projects data?

Yes. Projects can be migrated as HubSpot Custom Objects with all their relationships intact, or moved to a dedicated project management tool integrated with HubSpot. We help you choose the right model during discovery.

What happens to Insightly Marketing during migration?

Insightly Marketing is replaced by HubSpot Marketing Hub. Emails, templates, lists, journeys, and contact engagement history all move into HubSpot - and your marketing and sales finally share one database.

Can you migrate custom objects from Insightly?

Yes. Insightly custom objects map cleanly to HubSpot Custom Objects. Relationships between objects are preserved.

Will we lose historical data?

No. Every contact, organization, opportunity, project, activity, and note moves over with full history. Record counts are reconciled before sign-off.

How long does an Insightly to HubSpot migration take?

Most Insightly migrations run 6 to 9 weeks. Migrations that include Insightly Marketing and significant project data take 8 to 11 weeks.

What about our QuickBooks or Xero integration?

Both rebuild cleanly against HubSpot. HubSpot's accounting integrations preserve the same invoice, payment, and contact data flow you had with Insightly.

Is there any downtime?

No. Insightly stays live during preparation. Cutover is a controlled, scheduled event.

Can you migrate our Insightly workflows?

Yes. Every workflow is rebuilt in HubSpot's native workflow builder, with the same triggers and outcomes - but with branches, delays, and conditional logic that Insightly couldn't handle.

Do we need to clean our Insightly data first?

No. Deduplication, picklist standardization, and orphaned record cleanup are part of the migration process.

Will our Zapier integrations keep working?

Yes. Existing Zapier flows are reviewed and reconnected against HubSpot. In most cases, native HubSpot workflows can replace the Zaps entirely, reducing your third-party dependencies.

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

Insightly to HubSpot Migration Without Losing Data

Why Migrate from Insightly to HubSpot?

CRM and Project Tool Stuck in One System

Marketing Automation Bolted On, Not Built In

Reporting Stops at the Surface

Workflow Automation Is Limited

Mobile and Modern UX Lag Behind

The Real Cost: Two Tools Pretending to Be One

What We Migrate from Insightly (Core Data & Assets)

CRM Records / Core Records

Automation

Structure & Setup

Integrations

Benefits of Migrating From Insightly to HubSpot

Separation of Concerns

Marketing Inside the CRM

Reporting That Answers Real Questions

Workflows That Scale

Modern UX and Mobile

One Vendor, Predictable Pricing

Our Insightly to HubSpot Migration Process

Discovery & Mapping

System Build & Data Preparation

Migration with Validation

Go-Live (Cutover)

Training & Support

From Insightly Complexity to HubSpot Clarity

What Was in Insightly

What We Build in HubSpot

CRM + Projects

Marketing

Workflows

Reporting

Mobile

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)

Zero Data Loss

Project Data Handled Cleanly

Marketing Consolidated

Workflows Don't Break

No Downtime

Fast Team Adoption

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