Most failed CRM migrations fail the same way. Someone exports contacts on a Friday, imports them somewhere else on Monday, and discovers over the following weeks that the custom fields did not map, three integrations silently stopped, and nobody can reproduce last quarter's numbers.

This is a thirty-day plan that avoids that, built around one principle: run both systems in parallel until the new one has proved itself on real traffic.

Key takeaways

Week 1: audit before you touch anything

The goal this week is to find the thing that will stop the migration, while stopping is still cheap.

List every integration and who depends on it

Go through connected apps one by one and write down what breaks if it disappears. Pay particular attention to anything touching finance, support or the product itself. If a critical system only integrates natively with HubSpot, that is a genuine reason to stay, and week one is when you want to learn it.

Inventory your workflows and score them

Export a list of active workflows and mark each one: revenue critical, useful, or nobody knows. Most teams find a third fall into the last category. Those do not get rebuilt, and deleting them is the quiet benefit of migrating.

Map custom properties

Field mismatches are the single most common cause of a messy import. Write the mapping down before you export anything — source field, destination field, and what to do when the destination does not exist.

Check the contract date

Find your renewal date now. It determines whether this is a thirty-day project or a three-month one, and it is the only point at which you have commercial leverage.

Week 2: export everything while access is live

Do this while the account is fully active. Retrieving data after downgrade or cancellation ranges from painful to impossible.

Week 3: rebuild one campaign end to end

Not all of them. One. Pick the campaign that generates the most revenue and rebuild the whole path: landing page, form, follow-up sequence, booking link, and the pipeline stage the lead lands in.

This does two things. It surfaces every gap between the platforms in days rather than months, and it gives you a like-for-like conversion comparison instead of a feature-matrix argument.

Warm the sending domain

Do not move your full send volume to a new platform on day one. Sending reputation is tied to domain and IP history, so ramp over two to three weeks starting with your most engaged segment. A deliverability dip during a migration is very hard to distinguish from the migration having been a mistake.

Split traffic if you can

Point a fraction of live traffic at the new landing page and compare conversion honestly against the HubSpot original. Real numbers settle internal arguments that opinions will not.

Week 4: cut over, then keep the old system read-only

Move remaining campaigns, switch forms on your site, and update the integrations you decided to keep. Then leave HubSpot active but unused for one full billing cycle.

That overlap is the cheapest insurance available. You will need to look something up — a historical email, an old report, a contact property nobody mapped — and having read access for a few weeks costs far less than a rushed cutover that drops leads.

What does not survive the move

• Workflow logic. No platform exports automations in a form another can import. Budget rebuild time explicitly.
• Attribution history. Multi-touch models are platform-specific. Keep the spreadsheet export as your baseline and accept a reporting discontinuity.
• Lead scores. Scoring models rarely transfer; treat it as a chance to rebuild the model on what actually predicted revenue.
• Reporting dashboards. Rebuilt by hand everywhere.
• Some integration depth. A connector existing is not the same as it syncing the same fields both ways. Test the specific records you care about.

The mistakes that cause most of the damage

• Migrating and redesigning at once. If you change the pipeline stages during the move, you will not know whether a conversion drop came from the platform or the process. Recreate first, improve later.
• Cancelling before verifying. Keep read access through one billing cycle.
• Moving the whole list on day one. Warm up gradually.
• Importing everything. A migration is the best moment to drop records that have not engaged in a year — do not pay to move dead weight.
• No named owner. Migrations that are everyone's job stall in week two.

Questions to ask before you commit

Whichever way you are leaning, these are the questions that change the answer. Work through them against your own numbers rather than anyone's feature matrix — including this one.

• Which integration is load-bearing? If it only exists for HubSpot, stop here.
• Who owns this migration? One name, not a team.
• When does the contract renew? That sets the timeline.
• Which workflows are genuinely revenue-critical? Rebuild those and nothing else at first.
• What is our deliverability baseline today? You need it to judge the ramp.
• What reporting will we lose, and can the business live without it for a quarter?

If you cannot answer the first three, you are not ready to choose between Scalry and any new platform yet — you are still deciding what you need, which is a cheaper problem to solve first.

The first week after cutover

The migration is not finished when the data moves. These are the checks that catch the problems people usually find a month later, when they are expensive.

Day one

• Submit every live form yourself and confirm the record lands with the right owner, source and tags.
• Verify unsubscribe status imported correctly, before any send.
• Check that booking links resolve and create the right calendar event.

Day three

• Compare new leads created against the same period last month. A sharp drop usually means a form or tracking script did not migrate.
• Ask one rep to work a lead end to end and narrate what is missing.

Day seven

• Review deliverability: opens, bounces and spam complaints against your pre-migration baseline.
• Confirm every automation you rebuilt has actually fired at least once. Workflows that never trigger look identical to workflows that work.
• Reconcile contact counts between the two systems and investigate any difference above one percent.

Only after that week should you consider downgrading HubSpot to read-only, and only after a full billing cycle should you cancel.

Frequently asked questions

How long does it take to migrate off HubSpot?

Plan on about a month for a small or mid-sized team. Contacts import in an afternoon, funnels and landing pages take a few days, and automations are the long tail. Running both platforms in parallel for one billing cycle is cheaper than a rushed cutover.

Can I export my HubSpot data?

Yes — contacts, companies, deals, email history, form submissions and templates all export. What does not export is workflow logic, attribution history and dashboards, which have to be rebuilt or screenshotted before you lose access.

Will I lose my email deliverability when I switch?

Temporarily, if you move too fast. Reputation is tied to your sending domain and IP history, so ramp over two to three weeks starting with your most engaged contacts rather than sending to the whole list on day one.

Should I cancel HubSpot as soon as I migrate?

No. Keep it active but unused for one billing cycle. You will need to retrieve something, and the cost of one extra month is far below the cost of discovering a gap with no way back. Also check your renewal date — annual contracts generally do not refund mid-term.

Do HubSpot workflows transfer to another CRM?

No. Automation logic is proprietary to each platform. Screenshot and document each workflow before migrating, then rebuild the revenue-critical ones first. Most teams discover they only need about half of what they had.