September 5, 2026 · Rachel Imura, Head of Customer Success
Moving off HubSpot or Pipedrive without losing your history
The five-step plan our onboarding team uses to move teams of 5 to 50 sellers between Friday evening and Monday stand-up.
We have run several hundred migrations since we launched. The ones that go wrong almost never fail on the data. They fail on timing and on people. This is the plan we use.
Start with the contract, not the data
Find your current CRM’s renewal date and notice period on the order form. Many contracts renew automatically for another year unless you give notice, often 30 days ahead. Work back from that date and leave yourself two weeks.
Step 1: the trial import
Run the importer into a new workspace a week before cut-over. Then have two people check 50 to 100 records by hand: a big customer, a lost deal, a contact with long email history, a deal with products. Every mismatch you find now is one you don’t find on Monday.
Step 2: map stages and fields deliberately
Old CRMs collect fields nobody fills in. Export a fill-rate report, keep fields that are more than 20% filled or legally required, and leave the rest behind in an archive export. Map each pipeline’s stages one to one where you can; merge stages only if the team agrees.
Step 3: freeze and cut over
Friday at 5pm, the old CRM goes read-only by agreement. The final import only brings records changed since the trial, so it usually finishes in under an hour for teams under 50.
Step 4: Monday morning
Everyone connects their mailbox before stand-up. Automations and sequences are switched on after the first day, once owners have checked their own deals. Keep the old CRM read-only until the contract ends.
Step 5: the two-week check
Compare record counts, open pipeline value and activity volume against the old system’s last month. If activity logging drops, it is almost always a mailbox someone didn’t connect.
Annual Pellwood plans with 10 or more seats get all of this done by our team at no cost. See the migration guide.