HubSpot to Zoho CRM Migration Toolkit

The problem

A HubSpot exit is rarely blocked by the contact list. Contacts export cleanly. What blocks the move is everything wrapped around them: deal stages that carry weighted probabilities your forecast depends on, lifecycle stage history, owner assignments across teams that no longer exist, associations between contacts, companies, deals and tickets, custom properties whose internal names diverged from their labels years ago, and years of engagement history — logged calls, emails, meetings, notes — that your reps rely on to open a conversation.

A generic CSV import reproduces none of that. It gives you flat records with no associations, no stage history, no activity timeline, and no owner mapping. Sales leadership loses pipeline continuity on day one, and the migration gets blamed for a forecast that no longer reconciles with last quarter.

ECOSIRE builds a migration toolkit specific to your HubSpot portal and your target Zoho CRM org. It is not a generic importer. We read your actual property schema, your actual pipelines and your actual association graph, then build the extraction, transformation and load layer that lands them in Zoho CRM with relationships and history intact.

What ECOSIRE builds

Schema discovery and a signed-off mapping document

We pull your HubSpot object and property definitions through the HubSpot REST APIs — contacts, companies, deals, tickets, line items, owners, pipelines, and every custom property with its internal name, type and enumerated options. Against that we lay your Zoho CRM target: standard modules (Leads, Contacts, Accounts, Deals, Tasks, Calls, Meetings, Products, Quotes) and any custom modules or fields we need to create through the Zoho CRM Metadata API.

The output is a field-by-field mapping document you approve before a single record moves. Every HubSpot property maps to a named Zoho field with a stated type conversion, or it is explicitly marked as dropped with a reason. Nothing migrates silently.

Pipeline and stage translation

HubSpot pipelines and deal stages become Zoho CRM Deals layouts with Stage picklist values and Stage-Probability mapping configured to match your forecast maths. Where you run multiple pipelines, we build the corresponding Zoho layouts and set the layout rules so each deal lands on the right one. Closed-won and closed-lost stage semantics are preserved so historic win rates still compute.

The extraction and load engine

We build the migration engine itself — extraction against the HubSpot REST APIs with pagination and rate-limit backoff, transformation against the approved mapping, and load into Zoho CRM through the Bulk Write API for volume records and the standard Record API for anything requiring per-record logic. Deluge custom functions handle the transformations that must run inside Zoho: owner resolution against your Zoho CRM users, picklist normalisation, and de-duplication against existing records by email and domain.

Every run writes an external-id column so records are idempotent. Re-running the migration updates rather than duplicates, which is what makes a staged cutover possible.

Associations and the relationship graph

HubSpot associations become Zoho CRM lookups and multi-select lookups. Contact-to-company becomes Contact.Account_Name. Deal-to-contact becomes the Deals Contact Roles relationship. Deal-to-company becomes Deal.Account_Name. Where a HubSpot association has no single-lookup equivalent — many-to-many contact-to-deal, for example — we build the Zoho CRM linking module and populate it, rather than flattening the data and losing it.

Engagement history

Logged calls, emails, meetings, notes and tasks migrate into the corresponding Zoho CRM activity modules: Calls, Meetings, Tasks and Notes, each attached to the right parent record with its original timestamp and owner. Email bodies land as Notes or as Zoho CRM email records depending on volume and your retention preference, which is a decision we take with you during scoping because it materially affects storage.

Forms, sequences and marketing continuity

HubSpot form submissions migrate as Leads or as Contacts with source attribution preserved in Lead Source and a custom Original Form field. Live HubSpot forms are rebuilt as Zoho CRM Web Forms or as Zoho Forms with the same field set, and we supply the embed snippets so your website team swaps them in one deployment.

HubSpot sequences do not have a one-to-one Zoho equivalent, and we do not pretend otherwise. We rebuild them as Zoho CRM Workflow Rules with scheduled actions, Cadences where the licensing supports it, or Zoho Flow sequences for cross-app steps. Enrolment state at cutover is exported so no contact is dropped mid-sequence or re-enrolled from the top.

Reconciliation

After every load we produce a reconciliation report: record counts per module compared to source, deal value totals per pipeline stage compared to source, activity counts per parent record, and a line-item list of every record that failed with the API error that caused it. You sign off on reconciliation before production cutover, not after.

Who this is for

SMBs and mid-market teams on HubSpot Sales Hub Professional or Enterprise moving to Zoho One or Zoho CRM Enterprise, typically because seat economics stopped working as the team grew. It suits organisations with real CRM history worth keeping — multiple pipelines, custom properties, and years of logged activity — rather than a small team with a clean contact list who could genuinely get by with a CSV.

How delivery works

Scoping call. We walk your HubSpot portal with you: object counts, custom properties, pipelines, integrations that write into HubSpot, and what your reps actually use daily. We confirm the Zoho CRM edition and whether custom modules are needed.

Fixed quote. You receive a written scope with the mapping approach, the modules in and out of scope, the reconciliation criteria, and a fixed price. Nothing starts until you approve it.

Build. ECOSIRE builds the migration engine, the Deluge functions, the Zoho CRM schema changes and the reconciliation tooling. Typical build window is two to four weeks depending on custom object complexity.

Install in a test org. We deploy into a Zoho CRM sandbox or a dedicated test org and run a full migration against real data. You review the reconciliation report and validate records with the people who use them. Mapping corrections happen here, and we re-run as many times as needed.

Production cutover. We run the final migration against production on an agreed window, with a delta pass to capture records created in HubSpot after the test extraction. Reconciliation runs again and is signed off.

Support. A defined post-go-live support window covers defect fixes, mapping corrections and re-runs. The migration code and mapping documentation are yours.

What this is not

It is not a downloadable product and there is no trial, because the software does not exist until we build it against your portal. It is not a live two-way sync — it is a one-directional migration with delta support for cutover. If you need ongoing bidirectional sync, that is a different build and we will tell you so on the scoping call.