Case Study · 6 days
12,000 Records Migrated in 6 Days: Pipedrive to HubSpot for Business Brokerage
Full Pipedrive to HubSpot migration with 10 pipelines, 12,000 records, and zero data loss for a boutique M&A intermediary.
12,000
Records Migrated in 6 Days
10
Pipelines Recreated
6 days
Total Migration Time
Client
M&A intermediary
Challenge
10 pipelines, 12K records
Solution
Sequential migration
Timeline
6 days
Key Result
Zero data loss
Tools
HubSpot, Pipedrive, CSV
Technix Infotech completed a full CRM migration from Pipedrive to HubSpot for a boutique M&A intermediary in 6 days. 12,000 contacts and companies, 950 deals across 10 pipelines, 3,000+ activities, and 4,000+ notes. Every record migrated with perfect associations. Zero data loss.
The Challenge
The client runs a high trust brokerage model. Business owners come to sell, investors come to buy. Every deal is sensitive, every relationship matters. Pipedrive had been the backbone for years but was hitting its limits.
This was not a startup with 50 contacts. This was 12,000 contacts and companies, 950 active deals across 10 distinct pipelines (each with approximately 10 stages), 3,000+ logged activities, and 4,000+ notes. Every note, call, and email needed to land on the right record in HubSpot.
Distinct pipelines with approximately 10 stages each, representing the full complexity of a mature M&A brokerage operation.
Why This Was Not a Standard Project
CRM migrations sound straightforward until you count the associations. A contact links to a company. A deal links to a contact and company. A note might link to a deal, contact, and company simultaneously.
When you export from Pipedrive, you get flat CSV files. All associations exist only as ID references, and Pipedrive IDs mean nothing in HubSpot. Every record needed specific import sequencing with custom mapping to reconnect every association.
Import order was everything. Companies first (contacts depend on them). Then contacts (linked to companies). Then deals (linked to both). Then activities and notes (linked to all three). One misstep and you get orphaned records: notes attached to no one, deals with no contacts.
What We Did
Data Audit and Export
Day 1Exported all Pipedrive data. Catalogued 12,000 records, 10 pipelines, 950 deals, 7,000+ engagement records. Created field mapping document.
HubSpot Architecture
Day 2Built 10 pipelines in HubSpot matching Pipedrive stage names, order, and probabilities. Created custom properties and Legacy ID fields for traceability.
Sequential Import
Day 3-4Imported in sequence: companies → contacts → deals → activities → notes. Each batch validated before proceeding. Association mapping via Legacy IDs.
Validation and Testing
Day 5Spot checked 200+ records across all entity types. Verified pipeline counts, note attachments, and deal associations. Zero orphaned records found.
Team Handover
Day 6Walked brokers through HubSpot showing their exact data. Monday morning, HubSpot felt like home. Same pipelines, same data, same workflow.
Need Similar Results?
Technix Infotech delivers CRM Migration with the same structured process. Same team. Same methodology. Your business, your goals.
The Technical Deep Dive
The Legacy ID mapping was the critical technical solution. Every Pipedrive record was assigned a custom HubSpot property containing its original Pipedrive ID. During import, association rules used these Legacy IDs to reconnect every relationship.
The 10 pipeline recreation required exact stage matching. Each pipeline had unique stage names, ordering, and probability values that the brokerage team relied on for reporting. A single mismatched stage would break their forecasting models.
On Monday morning after migration, brokers opened HubSpot and found every deal exactly where they left it in Pipedrive. Same pipeline names, same stage order, same notes attached to the same contacts. Not a single data point was lost or misplaced.
The Results
| Metric | Before | After |
|---|---|---|
| CRM Platform | Pipedrive (outgrown) | HubSpot (scalable) |
| Data Integrity | Locked in Pipedrive | 12,000 records, zero loss |
| Pipelines | 10 in Pipedrive | 10 identical in HubSpot |
| Team Disruption | N/A | Zero. HubSpot felt like home Day 1 |
12,000
Records Migrated
10
Pipelines Recreated
6 days
Total Migration Time
0
Data Points Lost
The migration was completed over a single business week. The brokerage team transitioned from Pipedrive to HubSpot without losing a single day of productivity. Every deal, every note, every contact association was preserved perfectly.
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Book a Free Consultation“I opened HubSpot on Monday morning and found every deal exactly where I left it in Pipedrive. Same pipelines, same notes, same data. It felt like nothing changed except the platform got better.”
Senior Broker
Business Brokerage
Tools and Technologies Used
HubSpot CRMWhat We Learned
01
Import sequence is everything
Companies → contacts → deals → activities → notes. Break this order and you get orphaned records. There is no shortcut.
02
Legacy IDs preserve traceability
Custom properties storing original Pipedrive IDs allowed perfect association mapping and post-migration reporting continuity.
03
Pipeline parity builds trust
Recreating exact stage names, order, and probabilities meant the team trusted HubSpot from day one. No retraining needed.
Frequently Asked Questions
Questions About This Type of Project
For a complex migration like this (12,000 records, 10 pipelines), 6 days. Simpler migrations under 5,000 records typically take 2 to 3 days.
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