Legacy ERP Data Migration

to HubSpot CRM

Move customer, account, and contact master data out of SAP, Oracle EBS, JD Edwards, Sage, or other legacy ERPs and into HubSpot CRM with structured ETL, master data reconciliation, and an extraction approach that works with IT - turning the general ledger into clean, deduplicated, sales-ready data the commercial team can finally use.

Trusted by 50+ healthcare organizations

Legacy ERP Data Migration to HubSpot Migration

Teams that leveled up their development with HubXpert

The Problems

Why Migrate from

Legacy ERP Data to HubSpot?

ERP data lives where the financial truth lives - and that data was almost never modeled for sales, marketing, or customer engagement. Getting it out cleanly is half the project. We have done this with SAP, Oracle EBS, JD Edwards, Sage, NetSuite, and several less-known systems.

Data Extraction Politics and IT Bottleneck

ERP data sits behind IT. Production access is restricted, change windows are quarterly, and DBA hours are scarce. Every extraction request becomes a project of its own - schema reviews, security sign-offs, scheduled extracts, encrypted file drops. The commercial team waits weeks for what looked on paper like a one-day job.

ETL Fragility and One-Off Extracts

The last extract was built for a specific report, runs once a quarter, and breaks every time the schema changes. There's no documented ETL - just SQL scripts in someone's home drive, a SSIS package nobody owns, or a Crystal Reports definition that exports CSV. Re-running it for a different scope or schema means rebuilding from scratch.

Master Data Quality and Customer Hierarchy

The customer master has 14,000 accounts, 6,000 of which are inactive, 2,000 are duplicates of active records, and 500 have null country codes. Parent/child hierarchy is encoded in a 6-character account number convention nobody documented. Getting clean, deduplicated, hierarchically organized customer master data into HubSpot is the actual hard problem.

Schema Documentation Is Tribal Knowledge

The customer master is in KNA1, KNB1, KNVV in SAP - or AR_CUSTOMERS_ALL in Oracle EBS - or F0101, F03012 in JD Edwards. Which fields matter, which are deprecated, which are populated only for certain countries, which are calculated downstream - all of it lives in the head of one person who's been there 18 years.

Financial Truth and Commercial Truth Diverge

Sales adds prospects in their tool. Finance enters customers in the ERP only after a contract is signed. The two systems agree on names but nothing else. There is no shared customer ID, no agreed master data, no clean way to join orders to sales activity. Reporting on customer lifetime value across the funnel is an exercise in spreadsheet reconciliation.

The Real Cost: A Custom Project With IT Coordination, ETL Work, and Master Data Reconciliation

Legacy ERP migration is not a fixed-fee CSV import. The cost is the IT coordination, the structured extraction, the master data reconciliation, the customer hierarchy mapping, the deduplication of 14,000 accounts down to the 5,000 that are real, and the integration design between HubSpot (commercial) and the ERP (financial). Most ERP migrations land in the $30,000 to $80,000 range, sometimes higher for SAP at scale. We custom-quote every ERP project - the $5K and $10K tiers don't apply.

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.

Request a Quote

The SOLUTION

What We Migrate from Legacy ERP Data

(Core Data & Assets)

ERP migrations are deeper than spreadsheet migrations because the data was never modeled for sales. We do the structured ETL, master data reconciliation, and integration design work first - so HubSpot becomes the commercial system of record while the ERP stays the financial system of record.

Contacts, Companies & Deal Data
- Customer master - KNA1/KNB1/KNVV (SAP), AR_CUSTOMERS_ALL (Oracle EBS), F0101/F03012 (JD Edwards), or equivalent - deduplicated and mapped to HubSpot Companies
- Customer hierarchy - parent/child relationships from the account master mapped to HubSpot company associations
- Contacts - extracted from ERP contact tables and contact persons, deduplicated on email, associated to companies
- Open opportunities - quotes, pipeline orders, or sales documents from the ERP mapped to HubSpot Deals where commercially relevant
- Order and invoice history - loaded as a snapshot to HubSpot custom objects for sales and CSM reference
- Product catalog (material master, item master) loaded to HubSpot Products for use in deals and quotes
- Sales territory and account ownership extracted from ERP sales org structure and mapped to HubSpot deal owner and team
Calculations, Macros & Formulas
- ETL pipeline built - documented, versioned, and re-runnable for incremental refreshes
- Master data reconciliation logic - deduplication, hierarchy resolution, status normalization (active/inactive/blocked)
- Field mapping with type conversion (ERP numeric currencies to HubSpot currency properties, ERP dates to ISO 8601)
- Active customer filter - exclude inactive, blocked, or one-time customers per business rules
- Lifecycle stage and status mapping from ERP customer status codes to HubSpot lifecycle stage
- Operations Hub data sync (or custom integration) configured for ongoing customer master sync
- Triggered workflows for new customer creation, status change, and credit hold from the ERP feed
Schema, Validation & Field Mapping
- Schema discovery - relevant ERP tables, fields, codes, and lookups documented with the IT team
- Field mapping spreadsheet - every ERP field mapped to a HubSpot property, calculated property, or excluded with a reason
- Custom properties created with the right type and source-system reference (SAP customer number, Oracle account ID)
- Custom objects defined for ERP concepts that don't fit Contact/Company/Deal (Subscriptions, Service Contracts, Assets)
- Pipeline structure aligned with ERP sales document flow (quote, order, invoice, paid)
- Deduplication keys defined - customer number, tax ID, domain, name+address
- Master data governance plan - which system owns which fields, how conflicts are resolved
Data Sources & Connected Files
- ERP source system documented - SAP ECC/S4, Oracle EBS, JD Edwards EnterpriseOne, Sage 100/300/X3, NetSuite, or other
- Extraction approach - RFC/BAPI for SAP, Open Interface tables for Oracle, Database tables for JDE, or REST API where available
- Operations Hub data sync configured for ongoing customer master sync where the ERP supports it
- Middleware (MuleSoft, Boomi, SnapLogic, Workato) integrated where one is already in place
- ERP-to-HubSpot bi-directional sync designed - what flows from HubSpot to ERP, what flows from ERP to HubSpot
- BI and reporting tools (Power BI, Tableau, Cognos) re-pointed at HubSpot via the HubSpot connector
- ERP read access retained for audit and reconciliation, write activity for commercial data moves to HubSpot

BENEFITS

Benefits of Migrating

From Legacy ERP Data to HubSpot

ERP stays in the financial system of record. HubSpot becomes the commercial system of record. The two are integrated, the master data agrees, and the team finally has a customer view that joins financial truth with sales activity.

A Real Commercial System of Record

Sales, marketing, and customer success get a CRM designed for them - not a screen built into the ERP for finance. Pipeline, activities, attribution, and engagement all live in one place.

Master Data That Finally Agrees

Customer master is reconciled, deduplicated, and synced. The disconnect between sales' prospect list and finance's customer master ends. One customer, one ID, one record both systems agree on.

Customer Hierarchy Modeled Correctly

Parent/child account relationships from the ERP get translated into HubSpot company associations. Reporting on the full account family becomes possible without a spreadsheet pivot.

Order and Invoice History at Hand

Order and invoice history loaded into HubSpot custom objects and surfaced on the company record. Account managers see financial context without VPN-ing into the ERP.

Native Marketing Built In

Marketing automation, email campaigns, lead capture, attribution, and nurture sequences are native to HubSpot - not bolted onto the ERP through middleware.

IT Bottleneck Reduced

Once the integration is built, ongoing customer master sync runs on a schedule. The commercial team stops filing tickets for ad hoc customer extracts.

our process

Our Legacy ERP Data 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, IT Alignment & Scope

We work with IT and the business to scope the extraction, agree the master data rules, and document the integration design.

ERP system identification (SAP ECC/S4, Oracle EBS, JD Edwards, Sage, NetSuite) and access plan
Stakeholder alignment - IT, finance, sales, marketing on what moves and what stays
Master data governance plan - which system owns which fields, how conflicts are resolved
Integration architecture - one-time migration, ongoing sync, bi-directional flow, middleware in path

Step 2.

Schema Discovery & Field Mapping

We document the relevant ERP schema with the team that knows it, then build the field mapping that drives the ETL.

Relevant ERP tables documented with the DBA or functional consultant who owns them
Field mapping spreadsheet - every ERP field mapped to a HubSpot property or excluded with a reason
Custom objects defined for ERP concepts that don't fit Contact/Company/Deal
Deduplication keys, hierarchy logic, and active/inactive filters defined

Step 3.

ETL Build, Extraction & Sandbox Migration

We build the ETL pipeline, extract from the ERP via the agreed method, and run a full sandbox migration with reconciliation.

ETL pipeline built - extraction, transformation (deduplication, hierarchy, normalization), load
Extraction via RFC/BAPI (SAP), Open Interface (Oracle), database tables (JDE), or REST API where available
Sandbox migration with full row count and value reconciliation against source
Validation report - what passed, what was deduplicated, what was excluded by business rule

Step 4.

Production Migration, Integration Build & Cutover

We run the production migration, build the ongoing sync, and cut the commercial team over to HubSpot.

Production migration in batches with row counts reconciled live
Ongoing customer master sync built - Operations Hub data sync, native integration, or middleware
Bi-directional sync configured per the integration design
Cutover with a clear handoff - ERP is financial system of record, HubSpot is commercial

Step 5.

Training, Governance & Adoption Support

We train the commercial team, document the master data governance, and stay close for the first 60 days.

Sales, marketing, and CSM training on the contact, company, deal model and pipeline workflow
Ops training on workflows, custom objects, dashboards, and the ERP integration
Master data governance runbook - who owns what, how to resolve conflicts, refresh cadence
60-day adoption check-ins, dashboard tuning, integration monitoring

THE DIFFERENCE

From Legacy ERP Complexity to

HubSpot Clarity

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

	What Was in Legacy ERP Data	What We Build in HubSpot
System Purpose	Designed for finance - general ledger, accounts receivable, billing, inventory	Designed for commercial - sales pipeline, marketing campaigns, customer engagement, attribution
Data Access	Restricted production access, DBA hours, quarterly change windows, IT-mediated extracts	Self-service for the commercial team with role-based permissions and a documented ongoing sync
Master Data	ERP customer master is the financial truth, often with 50%+ inactive records and undocumented hierarchy	Deduplicated, hierarchically organized commercial customer master synced from the ERP source of truth
Marketing & Engagement	Not the ERP's job - marketing, email, attribution all live in third-party tools synced through middleware	Native marketing automation, email, attribution, and nurture sequences in one platform
Reporting	Reports built by IT or BI team using Crystal Reports, Cognos, BusinessObjects, or BI on top of the ERP	Native commercial dashboards with drill-through, plus BI tools re-pointed at HubSpot for unified financial+commercial reporting

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.

Working With IT, Not Around Them

ERP data extraction needs IT. We approach it as a partnership - security sign-offs, schema reviews, agreed extraction windows, encrypted file drops, audit logs. The DBA and functional consultant are part of the project team, not gatekeepers to work around.

Master Data Reconciliation

Deduplication of 14,000 accounts down to the 5,000 that are real. Inactive customer filtering. Tax ID and domain matching. Parent/child hierarchy resolution. We document the reconciliation rules, propose them to the business, and execute them in the ETL with a full audit trail of what was merged or excluded.

Customer Hierarchy and Account Family

Parent/child account relationships from the ERP - sometimes encoded in account numbers, sometimes in dedicated hierarchy tables - get translated into HubSpot company associations. Reporting on the full account family becomes possible.

ERP-to-HubSpot Integration Architecture

We design the integration up front - what flows from HubSpot to ERP (new account creation, contact updates), what flows from ERP to HubSpot (customer master, order history, credit status), what cadence (real-time, hourly, daily). Operations Hub data sync, native integrations, or middleware (MuleSoft, Boomi, Workato) - chosen by the data shape.

Order and Invoice History as Custom Objects

Historical orders and invoices get loaded as HubSpot custom objects associated to companies. Account managers see financial context on the company record without VPN access to the ERP. Going forward, the sync keeps the order history current.

Bi-Directional Sync Without Conflicts

Master data governance is defined up front - which system owns which fields. Conflicts are resolved by the documented owner. The bi-directional sync respects the governance and surfaces conflicts that need a human decision rather than silently overwriting.

FAQ

Questions You Might Have

How long does a Legacy ERP to HubSpot migration take?

Most ERP migrations run 6 to 12 weeks. SAP at enterprise scale, multi-instance Oracle EBS environments, or migrations with bespoke middleware can run 16 to 20 weeks. The variable is IT coordination time and master data quality, not record count.

What does an ERP migration cost?

Legacy ERP migrations don't fit the standard $5K Plus or $10K Enterprise tiers. Most ERP projects land in the $30,000 to $80,000 range, sometimes higher for SAP at scale or for migrations that include ongoing bi-directional integration. We custom-quote every ERP project after the discovery call.

Which ERPs do you migrate from?

We have done SAP (ECC and S/4HANA), Oracle E-Business Suite, JD Edwards EnterpriseOne, Sage (100, 300, X3), NetSuite, Microsoft Dynamics GP/AX/NAV, and several less-known industry ERPs. The approach is the same - schema discovery, master data reconciliation, ETL, and integration design.

Do we replace the ERP?

No. The ERP stays in the financial system of record. HubSpot becomes the commercial system of record. The two are integrated, the master data agrees, and each system does what it's good at. Replacing an ERP is a different, much larger project we don't offer.

How do you extract data from the ERP?

It depends on the system. SAP - RFC/BAPI calls or table extracts via SAP Data Services. Oracle EBS - Open Interface tables or direct database extracts. JD Edwards - database table extracts via the F-tables. Sage - REST API where available, ODBC otherwise. The extraction method is agreed with IT in week one.

How do you handle master data deduplication?

Deduplication runs on documented keys - customer number, tax ID, normalized name+address, domain. Match candidates are surfaced for business review before merge. The merge logic is documented and the audit trail is preserved.

Will sales reps need access to the ERP?

Less and less. Order history, invoice status, and credit hold information all sync into HubSpot custom objects on the company record. Most sales workflows that previously required ERP access become self-service in HubSpot.

What about ongoing sync after the migration?

We design the ongoing sync up front - which records sync, in which direction, on what cadence. Options include Operations Hub data sync (where the ERP is supported), native integration (where one exists), or custom middleware (MuleSoft, Boomi, Workato) where bi-directional logic is needed.

Can we keep using our BI tools (Power BI, Tableau, Cognos) on top of HubSpot?

Yes. Power BI, Tableau, and others can query HubSpot via the HubSpot connector or the HubSpot API. Many clients keep their existing BI for unified financial+commercial reporting and use HubSpot's native dashboards for day-to-day commercial operations.

What if our ERP customer master has 50% inactive records?

That is normal. The first reconciliation step is filtering active versus inactive per the business rules. Inactive records can be excluded entirely, migrated as archived records (no marketing activity), or migrated with a special status property. The right answer depends on what you need for historical reporting.

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

Legacy ERP Data Migration to HubSpot CRM

Why Migrate from Legacy ERP Data to HubSpot?

Data Extraction Politics and IT Bottleneck

ETL Fragility and One-Off Extracts

Master Data Quality and Customer Hierarchy

Schema Documentation Is Tribal Knowledge

Financial Truth and Commercial Truth Diverge

The Real Cost: A Custom Project With IT Coordination, ETL Work, and Master Data Reconciliation

What We Migrate from Legacy ERP Data (Core Data & Assets)

Contacts, Companies & Deal Data

Calculations, Macros & Formulas

Schema, Validation & Field Mapping

Data Sources & Connected Files

Benefits of Migrating From Legacy ERP Data to HubSpot

A Real Commercial System of Record

Master Data That Finally Agrees

Customer Hierarchy Modeled Correctly

Order and Invoice History at Hand

Native Marketing Built In

IT Bottleneck Reduced

Our Legacy ERP Data to HubSpot Migration Process

Discovery, IT Alignment & Scope

Schema Discovery & Field Mapping

ETL Build, Extraction & Sandbox Migration

Production Migration, Integration Build & Cutover

Training, Governance & Adoption Support

From Legacy ERP Complexity to HubSpot Clarity

What Was in Legacy ERP Data

What We Build in HubSpot

System Purpose

Data Access

Master Data

Marketing & Engagement

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)

Working With IT, Not Around Them

Master Data Reconciliation

Customer Hierarchy and Account Family

ERP-to-HubSpot Integration Architecture

Order and Invoice History as Custom Objects

Bi-Directional Sync Without Conflicts

Other Migration to HubSpot We Offer

Act! CRM

ActiveCampaign

Adobe Experience Manager

Agile CRM

Apollo.io

BigCommerce

Bitrix24

Brevo

Campaign Monitor

Close CRM

Constant Contact

Contentful

ConvertKit

Copper CRM

CSV Files

Custom CRM

Drift

Drip

Drupal

Eloqua

FileMaker Pro

Freshdesk

Freshsales

GetResponse

Ghost

GoHighLevel

Google Sheets

Gorgias

Groove by Clari

Help Scout

HubSpot Agency Client Handoff