So you’ve decided to switch to HubSpot. Great choice! It’s one of the most powerful and user-friendly CRMs out there. But moving your data, workflows, and integrations from your old CRM into HubSpot isn’t something you want to take lightly. One wrong move, and you could lose important contacts, notes, or sales records.

That’s why many businesses choose to work with a CRM to HubSpot migration service provider. But with so many options out there, how do you pick the right one? In this blog, we’ll walk you through what to look for when choosing the best partner for your HubSpot migration.

Why Work with a Migration Service Provider

Before we get into the selection criteria, let’s take a quick look at why it’s worth hiring a professional for the job.

They Save You Time and Headaches

Migration providers handle the entire process—from data export and field mapping to testing and final transfer—so you don’t have to.

They Reduce Risk

You avoid common mistakes like broken workflows, misaligned data, or lost records.

They Offer Custom Solutions

Good providers tailor the migration to fit your business goals, team structure, and CRM setup.

Now, let’s get into how to choose the right partner.

Discover: Contentful to WordPress Tips

Look for HubSpot Certification

One of the first things to check is whether the provider is a HubSpot Solutions Partner. HubSpot-certified agencies and freelancers have been trained and tested by HubSpot. They’re familiar with the platform’s features, best practices, and tools.

Why Certification Matters

It’s a sign they know what they’re doing. HubSpot also ranks its partners by tiers—Gold, Platinum, Diamond, and Elite—based on experience, customer satisfaction, and success metrics. While tier status isn’t everything, it gives you insight into their track record.

Evaluate Their Experience with CRM Migrations

Not all HubSpot partners are experts in migration. Some may focus more on marketing or web design. So be sure to ask about their specific experience with CRM to HubSpot migrations.

Questions to Ask

• How many migrations have you handled?

• What CRMs do you have experience migrating from (Salesforce, Zoho, Dynamics, etc.)?

• Can you share examples or case studies?

• Have you dealt with businesses similar to ours in size or industry?

Providers with hands-on experience will know how to deal with complex data, custom properties, and workflow recreation.

Check Their Data Security and Privacy Practices

CRM data includes sensitive customer information. You want to make sure your provider takes data security seriously.

Things to Verify

• Do they use secure transfer protocols like HTTPS and encryption?

• Are they willing to sign a non-disclosure agreement (NDA)?

• Do they store your data temporarily, or is everything transferred directly?

• Are they compliant with privacy laws like GDPR or CCPA?

A trustworthy migration provider will be transparent about how they protect your data.

Review Their Process Step-by-Step

A professional migration partner should have a clear, step-by-step process for how they handle your data. This typically includes:

Discovery and Audit

They’ll assess your current CRM setup, including data structure, field types, and custom workflows.

Data Mapping

This involves translating your CRM fields to HubSpot properties.

Data Cleaning

Some providers help clean up duplicates and outdated entries before migration.

Test Migration

A sample migration is performed to identify issues and validate the setup.

Full Migration and QA

Once everything checks out, the full data set is transferred, followed by quality assurance and testing.

Post-Migration Support

They should also provide support for fixing any issues, recreating workflows, and training your team.

If a provider skips over any of these steps, it’s a red flag.

Ask About Post-Migration Services

Migration is just the beginning. Your team will need time to adapt to HubSpot, and you may run into questions or issues along the way.

Post-Migration Support Might Include

• HubSpot onboarding and training

• Workflow setup and automation recreation

• Report and dashboard configuration

• Troubleshooting data discrepancies

• Ongoing consulting for CRM optimization

A good provider sticks with you after the migration, not just during it.

Read Reviews and Testimonials

What other clients say about a provider can reveal a lot about what it’s like to work with them.

Where to Look

• Google Reviews

• HubSpot Partner Directory

• Clutch.co or G2

• Case studies and testimonials on their website

Look for reviews that mention clear communication, successful outcomes, and long-term value.

Get a Transparent Pricing Structure

Price shouldn’t be the only factor, but it does matter—especially for small and mid-sized businesses.

Questions to Ask

• Do you charge a flat fee or hourly rate?

• What’s included in the cost?

• Are there extra charges for training, integrations, or custom workflows?

• Will you provide a detailed quote upfront?

Transparent providers will explain exactly what you’re paying for with no hidden costs.

Look for Customization and Flexibility

Every business is different. You don’t want a one-size-fits-all migration plan that doesn’t reflect your processes or goals.

The Right Provider Will

• Tailor their service to your team structure

• Customize your HubSpot setup

• Align your sales and marketing processes

• Adapt to your preferred timeline and priorities

Avoid providers who seem rigid or try to rush the project without understanding your business.

Bonus Tip: Communication is Key

Finally, never underestimate the power of clear, responsive communication. Your provider should explain technical terms in plain language, give regular updates, and be easy to reach throughout the project.

Look for These Signs

• They ask the right questions during discovery

• They respond promptly and professionally

• They offer clear timelines and status updates

• They assign a dedicated point of contact

Good communication makes the entire process smoother and helps build trust from start to finish.

Find Out: Why Malware Removal Services Matter

Final Thoughts

Choosing the right CRM to HubSpot migration service provider is one of the most important steps in your transition. The right partner will save you time, protect your data, and ensure your team is set up for long-term success with HubSpot.

Take the time to research, ask the right questions, and look for a provider that offers both technical expertise and strong communication. When you choose wisely, you’ll not only have a smooth migration—you’ll get more value out of HubSpot from day one.