This checklist assumes the decision is made. If you are still weighing the two platforms, my HubSpot vs Zoho CRM comparison covers that. Here the only question is how to move your data and processes across without breaking associations, losing history or confusing the sales team on the Monday you switch. I run every migration through these phases in order.
Phase 1: Audit and back up Zoho
Checklist: [ ] Take a full backup using Zoho CRM's Data Backup feature under Setup, Data Administration, and keep it outside both systems. [ ] List every module in use, standard and custom, with record counts. [ ] List every field per module with API name, type and fill rate; this is where a data dictionary pays off. [ ] Export all picklist values. [ ] List workflow rules, Blueprints, assignment rules, validation rules, approval processes and custom functions; none of these migrate automatically and all must be rebuilt. [ ] List integrations connected to Zoho and decide what replaces each in HubSpot. [ ] List users, roles and profiles. [ ] Decide what not to migrate: old unqualified leads, dead fields, test records. Migrating junk costs time and, on HubSpot Marketing Hub, can cost money because marketing contacts drive pricing.
Phase 2: Map Zoho modules to HubSpot objects
The structural difference to plan for: Zoho has a separate Leads module, while HubSpot keeps everyone in Contacts and uses the Lifecycle Stage property (and optionally the Leads object) to show status. Typical mapping: Zoho Leads to HubSpot Contacts with Lifecycle Stage set to Lead or MQL, and the company name used to create or associate a Company. Zoho Contacts to Contacts. Zoho Accounts to Companies. Zoho Deals to Deals, with each Zoho pipeline and stage mapped to a HubSpot pipeline and stage. Zoho Products to the HubSpot product library. Tasks, Calls, Meetings and Notes to the matching HubSpot engagement types. Custom modules to custom objects, which require an Enterprise tier, or to properties on existing objects if you are on a lower tier. Write the mapping in a sheet: Zoho module, Zoho field API name, HubSpot object, HubSpot internal property name, transformation rule.
Phase 3: Prepare HubSpot and clean the data
Checklist: [ ] Create all custom properties in HubSpot before importing, with deliberate internal names. [ ] Recreate dropdown options so values match exactly, or define a value mapping. [ ] Create deal pipelines and stages. [ ] Add users and teams so owners can be matched by email address. [ ] Standardise data in the export: country names, phone formats, dates in one format, currency codes. [ ] De-duplicate. HubSpot de-duplicates contacts by email address and companies by domain name during import, so clean emails and website domains first. [ ] Add a legacy ID property such as zoho_record_id on every object, populated from the Zoho record ID. This is how you match associations and how you trace any record back after go-live. [ ] Note the original created date in a custom property, because imported records get a new create date in HubSpot.
Phase 4: Import in dependency order
Checklist: [ ] Run a test import of a small sample into a HubSpot sandbox or a test portal if your tier includes one, and check every field. [ ] Import Companies first. [ ] Import Contacts, associated to Companies. [ ] Import Deals, associated to Companies and Contacts. HubSpot's import tool supports importing multiple files with associations between them using a shared unique identifier, which is where the zoho_record_id property earns its place. [ ] Import products and line items if you use them. [ ] Import activities and notes last, associated to the right records. Activity history is the part CSV imports handle least well, so decide early whether you need full history or a summary, and whether a migration app or API-based tool is worth it for that piece. [ ] After each stage, reconcile record counts against your Zoho export and spot-check twenty records by hand.
Phase 5: Rebuild processes and reports
Checklist: [ ] Rebuild Zoho assignment rules as HubSpot workflows or lead routing. [ ] Rebuild Blueprint logic using required properties on stage changes, conditional stage properties and workflows; there is no one-to-one Blueprint equivalent, so redesign rather than copy. [ ] Rebuild validation using property validation rules where your tier supports them. [ ] Recreate email templates and sequences. [ ] Reconnect integrations and web forms, and point website forms at HubSpot. [ ] Rebuild the reports and dashboards leadership uses, and compare their numbers against the same reports in Zoho for the same period. If pipeline totals do not match, find out why before go-live.
Phase 6: Cutover and the first 30 days
Checklist: [ ] Freeze Zoho changes from a set date and time, then run a delta import of anything created or changed after your main export. [ ] Train users on HubSpot using their own migrated data, not demo records. [ ] Switch integrations and forms on the cutover day. [ ] Keep Zoho in read-only access for a defined period so people can check history, and keep the backup permanently. [ ] Review fill rates, duplicate counts and workflow errors weekly for the first month. [ ] Cancel or downgrade Zoho licences only after leadership signs off that reporting in HubSpot matches. Most migration problems surface in the first two weeks, when reps notice a missing field or a deal with the wrong owner.
FAQ
HubSpot has no separate Leads module for people. Zoho Leads usually become HubSpot Contacts with a Lifecycle Stage such as Lead or MQL, associated to a Company created from the lead's company name.
No. Automation does not transfer between platforms. List every workflow rule, Blueprint and assignment rule in Zoho and rebuild the logic using HubSpot workflows, required stage properties and routing.
Store the Zoho record ID in a custom property on every object, then use HubSpot's multi-file import with associations, importing companies first, then contacts, then deals.