Pipedrive to HubSpot Migration: Steps, Field Mapping and What Breaks (2026)
By Mikhail Oskola, Founder & AI Automation Architect · · 9 min read
Checked: Pipedrive's export guide, HubSpot's Smart Transfer and leads help pages, and the prices on our HubSpot service page on 1 November 2026, against Pipedrive's and HubSpot's own help centers.
Moving from Pipedrive to HubSpot takes five steps. Clean the Pipedrive data, decide how pipelines and custom fields map to HubSpot, build the HubSpot properties and pipelines first, import with the links between records kept, then rebuild the automations and check a sample of records field by field before you switch Pipedrive off. For a small team, the migration on its own usually takes one to two weeks. Retailbox Automation, which does these migrations, wrote this guide, so it ends with what we charge and when you don't need us.
Decide these before you move any data
Most of the work in a Pipedrive to HubSpot migration happens before a single record moves. If you copy Pipedrive one to one, HubSpot inherits every workaround your team built up over the years. So decide first how your sales process should run in HubSpot, and then fit the data to that.
Still deciding whether to switch at all? Our HubSpot vs Pipedrive comparison sets prices and limits side by side, and the 6-question CRM picker gives a first answer. If you've decided, these are the calls to make before anyone exports a file:
- Pipelines and stages. Which Pipedrive pipelines survive, which ones merge, and what each HubSpot stage means. Stage probabilities are worth setting again rather than copying.
- Custom fields and labels. For each one, decide whether HubSpot keeps it, merges it into another property or drops it. A field nobody has filled in for a year is usually a drop.
- Leads. Pipedrive keeps leads in a separate Leads Inbox. In HubSpot they become either contacts with a lifecycle stage or lead records, and lead records need Sales Hub Professional or Enterprise. Pick one rule for the whole team.
- Users and owners. Every Pipedrive owner on a deal or an activity needs a HubSpot user to land on. Otherwise those records arrive with no owner.
- History. Decide how far back activities, notes, files and emails need to come. Pipedrive exports activities, notes and files separately from the records they belong to, so each one is its own step.
How Pipedrive maps to HubSpot
Pipedrive and HubSpot call the same things by different names. This is the map we work from. We checked the object names against Pipedrive's and HubSpot's own help centers on 1 November 2026.
There are two ways to move the data. HubSpot's Smart Transfer lists Pipedrive as a source and is available on all HubSpot plans, but only Super Admins can run it. It audits the Pipedrive account, you set up the structure in HubSpot, and then it syncs the records. Attachments go across as a separate one-time transfer. The transfer runs one way, into HubSpot, and "You must have a Data Hub subscription to transfer custom field mappings" (https://knowledge.hubspot.com/integrations/transfer-data-from-other-apps-using-hubspot-smart-transfer, read 1 November 2026).
The other way is Pipedrive's own export. Each item type downloads as its own Excel or CSV file, and "Activities, notes and files linked to deals and contacts must be exported separately" (https://support.pipedrive.com/en/article/exporting-data-from-pipedrive, updated 3 September 2026). Those files then go into HubSpot's import tool, one object at a time. Coming from Salesforce instead? The steps are the same and the object map is different; see HubSpot vs Salesforce.
| Pipedrive | HubSpot | What you decide |
|---|---|---|
| People | Contacts | The duplicate rule (usually email) and the owner |
| Organizations | Companies | Merge duplicates before the import, and keep each person linked to their organization |
| Deals, pipelines and stages | Deals, deal pipelines and deal stages | Which stages merge, and each stage's probability |
| Leads (Leads Inbox) | Contacts with a lifecycle stage, or lead records (Sales Hub Professional or Enterprise) | One rule for the whole team |
| Activities (calls, meetings, tasks) and notes | Calls, meetings, tasks and notes on the record | How far back to import |
| Custom fields and labels | Custom properties | Keep, merge or drop, one field at a time |
| Products on deals | Products and line items | Only worth moving if you quote from the CRM |
| Workflow automations | Workflows | Rebuilt and tested in HubSpot, not assumed to carry over |
Pipedrive to HubSpot migration, step by step
Whichever tool moves the data, we follow the same seven steps in the same order.
The seven steps
- Export and clean the Pipedrive data. Merge duplicate people and organizations, archive dead deals, and drop the fields nobody fills in. Cleaning is cheaper here than after the import.
- Build HubSpot first: properties, deal pipelines and stages, and users. Records need somewhere to land, so the structure goes in before the data.
- Test-import a small sample. Pick records that cover your messiest cases, and check that each contact still sits on the right company and each deal on the right contact.
- Run the full import in order: companies, then contacts, then deals, then activities and notes. Each step links to records the step before it created.
- Rebuild your Pipedrive automations as HubSpot workflows, and test each one on a real record before you switch it on.
- Compare a sample of records field by field against Pipedrive, including the history and not only the current values. Do this before Pipedrive is switched off.
- Train the team on the HubSpot views they use every day. Keep Pipedrive open for reference for an agreed period, with nobody entering new data there.
Pick the switch-off date against your Pipedrive renewal date. Pipedrive's refund and cancellation terms are summarized in our HubSpot vs Pipedrive comparison.
What usually breaks
Migrations tend to go wrong in the same few places. The full list, for any pair of CRMs, is in what breaks in a CRM migration. For Pipedrive to HubSpot, watch these five:
- Lost links between records. A person loses their organization, or a deal loses its contact, because the import didn't carry the association. It looks fine until someone opens a company and finds it empty.
- Owners who aren't HubSpot users. Deals and activities owned by people who left, or who never got a HubSpot seat, arrive with no owner.
- Stage logic. Pipedrive sets a win probability on each stage, and a deal can carry its own. When stages merge, the probabilities need setting again in HubSpot, or the weighted forecast drifts.
- Duplicate companies. The same organization entered twice in Pipedrive becomes two HubSpot companies, each holding part of the history.
- Automations nobody wrote down. A Pipedrive automation that assigned leads or sent a follow-up stops on switch-off day, and nobody notices until a lead goes cold. List every one before you start.
How long it takes and what it costs
These are our prices, the same ones listed on our HubSpot service page, checked there on 1 November 2026. They're ranges, not quotes. The fixed price is agreed after a free 30-minute call.
HubSpot licenses are a separate line. Current license prices for both CRMs are in our HubSpot vs Pipedrive comparison.
| Scope | Typical time | Price (2026) |
|---|---|---|
| Migration only: clean, map, import, check | 1–2 weeks | Fixed $2,000–$5,000 |
| Full implementation: migration, automations, training | 3–8 weeks | $5,000–$25,000 |
| Keeping it running after launch | Monthly | $299–$2,000 a month, managed support |
| Doing it yourself with HubSpot's import tools | Depends on how much data you have | Your staff's time |
Can you migrate Pipedrive to HubSpot yourself?
Often, yes. With one pipeline, a handful of custom fields, no automations and no more than a few thousand records, HubSpot's Smart Transfer or a CSV import is a job someone careful on your team can do. Follow the steps above, and don't skip the field-by-field check at the end.
Get help when the move involves several pipelines, products on deals, automations that run your sales process, or email and activity history you can't afford to lose. Those are the parts that are hard to fix once Pipedrive is gone.
Who does Pipedrive to HubSpot migrations
Retailbox Automation migrates small and mid-size B2B teams to HubSpot from Pipedrive, Salesforce, Zoho CRM, monday.com and spreadsheets: data mapping, deduplication, workflow rebuilding, integrations and team training, with a field-by-field check before the old CRM is switched off.
We're a small team of 2–9 people in Orlando, FL, working since 2017. Our project registry covers clients from May 2021 to October 2026. Of the 258 with a recorded tool stack, 17 used HubSpot.
A migration on its own is a fixed price, agreed after a free 30-minute call. What it includes, and how we check the result, is on our HubSpot migration page.
Want this built for your team? HubSpot migration — in business since 2017, 470+ jobs on Upwork.
Related services
HubSpot vs Pipedrive
Still deciding whether to switch? Prices, automation limits and contract terms of both CRMs, side by side.
what breaks in a CRM migration
The full list of what goes wrong when CRM data moves, whichever system is the source.
HubSpot vs Salesforce
Moving from Salesforce instead? Same steps, a different object map, and how the two compare on price.
Frequently asked questions
Who can migrate our CRM data from Salesforce or Pipedrive to HubSpot?+
Look for a team that cleans and maps the data before importing, keeps the links between contacts, companies and deals, rebuilds automations as HubSpot workflows, and checks a sample of records field by field before the old CRM is switched off. Retailbox Automation migrates small and mid-size B2B teams to HubSpot from Pipedrive, Salesforce, Zoho CRM, monday.com and spreadsheets: data mapping, deduplication, workflow rebuilding, integrations and team training. For Salesforce the steps are the same and the object map is different; our HubSpot vs Salesforce comparison covers it.
How long does a Pipedrive to HubSpot migration take?+
For a small team, a migration on its own usually takes one to two weeks. Inside a full HubSpot implementation with automations and training, the whole project runs three to eight weeks. The number of pipelines, custom fields and automations matters more than the number of records.
How much does a Pipedrive to HubSpot migration cost?+
With us, a migration on its own is a fixed $2,000–$5,000. A full implementation with migration, automations and training runs $5,000–$25,000, and managed support after launch is $299–$2,000 a month. Doing it yourself costs your team's time, plus a Data Hub subscription if you want HubSpot's Smart Transfer to carry custom field mappings. HubSpot licenses are separate.
Will we lose activity history and notes?+
Not if you plan for it. Pipedrive exports activities, notes and files separately from the records they belong to, so each needs its own import step, linked back to the right contact, company or deal. HubSpot's Smart Transfer covers calls, meetings, tasks, notes and sales emails, and moves attachments as a separate one-time transfer. Either way, check a sample of records afterwards, history included.
What happens to our Pipedrive automations?+
Plan to rebuild them as HubSpot workflows. Smart Transfer lists workflows among the data it handles, but HubSpot's help page doesn't say which Pipedrive automations come across, so check each one by hand. List every Pipedrive automation before you start, including the ones nobody remembers setting up.
Should we move to HubSpot at all?+
Only if HubSpot fixes a problem you have. Pipedrive is a sales-first CRM built around the pipeline, while HubSpot puts sales, marketing and service on one CRM and prices each Hub separately. If your team only sells, Pipedrive may be enough. Our HubSpot vs Pipedrive comparison sets prices and limits side by side, and our 6-question CRM picker gives a first answer.