Phased Salesforce to HubSpot Migration: How to Run Both Systems Without Losing Data
When a phased migration beats a single cutover, how to run both systems safely, and how to handle custom objects and history.
A phased Salesforce to HubSpot migration moves one team or one part of the process at a time, so Salesforce and HubSpot run side by side for a while. It works well when you have several teams, heavy customization or years of history. It only works if you decide upfront which system owns each record during the overlap, and if you keep the overlap short.
Most of my Salesforce to HubSpot migrations are single cutovers. Here's when a phased approach is the better call and how to run one safely.
Single cutover or phased?
A single cutover moves everyone on the same day. It's simpler, and it's the right choice for most teams under about 50 users with one sales process.
A phased migration makes sense when:
- Different teams use Salesforce very differently, for example sales on opportunities and support on cases.
- You have custom objects or integrations that need more time to rebuild.
- Leadership can't afford a week of disrupted reporting.
- You want one team to prove the new setup before everyone moves.
How to run both systems during the move
- Pick the order. Move the team with the simplest process first, often marketing or a single sales team. Leave the most customized processes for last.
- Decide who owns each record. During the overlap, every object needs one system of record. If both systems can edit the same field, you'll spend the overlap fixing conflicts.
- Set up a temporary sync. HubSpot's Salesforce integration can keep contacts, companies and deals in step while both systems are live. Treat it as scaffolding: set the sync rules deliberately and plan to turn it off.
- Freeze changes in the old system. Once a team moves, lock down new fields and automations in Salesforce for that team so you're not migrating a moving target.
- Set an end date. Every month of overlap means double maintenance, double licenses and two versions of the truth. Put the final cutover on the calendar from the start.
Moving custom objects
Custom objects are where phased migrations earn their keep. For each one, decide whether it becomes a HubSpot custom object, a separate pipeline, or a set of properties on an existing record. HubSpot custom objects need an Enterprise edition, so that choice affects your licensing. Rebuild one object at a time, test it with the team that uses it, then load the data.
Moving history
History is the part teams underestimate. Decide what moves for each type:
- Closed deals: usually move, so reporting and renewals still work.
- Activities, emails and notes: move what reps actually look back at. Often that's the last two or three years.
- Attachments: move the ones tied to open deals and active customers. Archive the rest.
- Field history: rarely worth moving. Export it and keep it somewhere safe.
I cover these choices in more depth in the five decisions to make before you migrate.
How to tell if a phased migration fits you
- More than one team uses Salesforce, and they use it differently.
- You have custom objects that do real work.
- Your integrations can't all be rebuilt at once.
- Leadership needs reporting to keep working during the move.
FAQ
Can Salesforce and HubSpot run at the same time during a migration?
Yes. HubSpot's native Salesforce integration can sync core records while both are live. Keep the overlap short and give every record one owner.
How do you migrate Salesforce custom objects to HubSpot?
Map each one to a HubSpot custom object, a pipeline or properties, then rebuild and test it before loading data. Custom objects in HubSpot require an Enterprise edition.
Do I have to move all my Salesforce history?
No. Move what your team uses and what reporting needs, and archive the rest in a format you can still search.
Does a phased migration take longer?
Usually, yes, in calendar time. It lowers risk for complex setups, which is why it's worth it there. My post on what drives migration cost and timeline goes deeper.
If you're planning a migration and can't decide between one cutover and a phased move, let's talk.
Eric Rodriguez spent 16 years running revenue and operations teams before building the systems behind them. He runs Scalable Operations, a Salesforce and HubSpot consultancy that does the hands-on work.
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