Moving from one CRM to another: a migration checklist for a small team

A CRM migration is a data project followed by a process project. The data project is exporting records from the old system, mapping them to fields in the new one and importing them in the right order so that contacts, companies and deals stay linked. The process project is everything a file cannot carry: automations, sequences, forms, integrations, email sync, user permissions and reports, which you rebuild and test by hand. There is no fixed price for this, because it depends on how many records you hold, how many custom fields and pipelines you have and how many automations you must recreate; this guide gives you the list to count, not a number.

We use two CRMs whose import rules are published, HubSpot and Pipedrive, to show what a destination expects. Both are read from the vendors' own help pages on 2 November 2026. Whichever way you move, the sequence is the same: inventory, export, prepare, test on a small sample, import in dependency order, rebuild, check and only then switch off the old system. For what each destination costs see HubSpot CRM pricing in euros and which Pipedrive plan a small team needs, and for choosing between them HubSpot vs Pipedrive.

Count before you choose. The size estimate is the sum of your own numbers: records in each object, custom fields, pipelines and stages, automations and integrations. The more of those numbers are large, the more mapping, testing and rebuilding the move needs. We do not put a price or a duration on it, because neither is fixed by the vendors or by us.

Two points matter most. First, duplicates are a choice you make in the file: HubSpot creates duplicates unless the file carries a unique identifier, while Pipedrive asks you to choose merge or create at the end of the import. Second, links between records come from how you structure the file, so import companies and contacts before deals, and keep the old system's IDs in a column you can search later. HubSpot also lists accepted date, phone, currency and checkbox formats, and says values that break a property's validation rules are not imported, so format the data before you import it. Pipedrive's page lists a 48-hour window to revert an import, which is a reason to import a test batch first and the full file only after you have checked the batch.

None of these drivers has a fixed price, which is why we give none: the same move is quick for a clean database with one pipeline and slow for one with many custom fields and automations. What cannot be moved automatically is everything outside the record files: automations, sequences, forms, integrations, email sync, permissions and reports, which you rebuild and test. You can do the move yourself with the import tools described above. If you want help scoping or building the website-to-CRM side, LATYNEX Digital, which is operated by the same company that publishes LATYNEX Labs, builds website-to-CRM integrations and automations; its own page on CRM automation cost (opens in a new tab) explains what drives the price, and it has pages on connecting a website to HubSpot (opens in a new tab) and Pipedrive (opens in a new tab). We state no price and no client results for that work, and this guide stands on its own without it.