The Challenge
A $30M ARR enterprise SaaS company was overpaying for Salesforce but terrified of migration:
- Paying $200K/year for Salesforce Enterprise
- Using less than 30% of Salesforce features
- 50,000 contacts with 8 years of historical data
- Custom fields, automations, and integrations built over time
- Sales team couldn't afford any disruption during migration
- Previous vendor quoted 6 months and $150K for migration
"We knew HubSpot could do everything we needed at a fraction of the cost. But we couldn't risk losing 8 years of customer data or disrupting our sales team."
- VP of Sales Operations
The Solution
Phase 1: Planning & Risk Mitigation (Week 1-2)
- Audited all Salesforce objects, fields, and workflows
- Mapped 347 custom fields to HubSpot equivalent
- Created detailed migration playbook with rollback plan
- Set up parallel testing environment
Phase 2: Data Migration (Week 3-5)
- Cleaned & deduplicated 50,000 contacts (found 8,000 duplicates)
- Migrated contacts, companies, deals, and activities
- Preserved all historical email threads and notes
- Validated 100% data integrity with automated checks
Phase 3: Workflows & Training (Week 6-8)
- Rebuilt all automations and workflows in HubSpot
- Migrated integrations (Slack, Gong, Outreach, etc.)
- Trained 45 team members across sales, marketing, and CS
- Went live on schedule with zero downtime
50K
Contacts
Migrated
With full history
$120K
Annual
Savings
In licensing costs
8
Weeks to
Complete
vs. 6 month estimate
Additional Outcomes:
- Zero data loss - 100% of historical records preserved
- Zero downtime during migration
- Sales team productivity actually improved (HubSpot easier to use)
- Removed 8,000 duplicate records during migration
- Team adoption rate: 96% within first week