A $30M ARR enterprise SaaS company was paying $200K a year for Salesforce and using less than a third of it, but was terrified of migrating eight years of data. We moved 50,000 contacts to HubSpot in 8 weeks with zero downtime and full data integrity, cutting $120K a year in cost.
Context
The company was a $30M ARR enterprise logistics SaaS business running on Salesforce Enterprise. Eight years of history had accumulated in the system: 50,000 contacts, hundreds of custom fields, and a web of automations and integrations built up over time.
The Problem
They were overpaying badly for software they barely used, but the cost of getting it wrong felt higher than the cost of staying.
- Paying about $200K a year for Salesforce Enterprise while using less than 30% of its features.
- 50,000 contacts and eight years of historical data they could not afford to lose.
- Custom fields, automations, and integrations accumulated over years, with no clean map of them.
- The sales team could not absorb any disruption during a migration.
- A previous vendor had quoted six months and $150K just to move the data.
"We knew HubSpot could do everything we needed at a fraction of the cost. But we couldn't risk losing eight years of customer data or disrupting our sales team."
VP of Sales Operations
What We Did
We de-risked the migration with a documented plan and a rollback at every step, then executed in three phases.
Phase 1: Planning and risk mitigation (weeks 1 to 2)
- Audited every Salesforce object, field, and workflow.
- Mapped 347 custom fields to their HubSpot equivalents.
- Wrote a detailed migration playbook with a rollback plan.
- Stood up a parallel testing environment so nothing touched production until it was proven.
Phase 2: Data migration (weeks 3 to 5)
- Cleaned and deduplicated 50,000 contacts, finding roughly 8,000 duplicates along the way.
- Migrated contacts, companies, deals, and activities.
- Preserved all historical email threads and notes.
- Validated 100% data integrity with automated checks.
Phase 3: Workflows and training (weeks 6 to 8)
- Rebuilt all automations and workflows in HubSpot.
- Migrated the integrations, including Slack, Gong, and Outreach.
- Trained 45 people across sales, marketing, and CS.
- Went live on schedule with zero downtime.
The Result
The company got off an expensive platform it barely used without losing a single record or a day of selling. Fifty thousand contacts and eight years of history moved cleanly to HubSpot in 8 weeks, every automation and integration was rebuilt, and the team trained without missing a beat. The result was $120K a year back in the budget and a CRM the team actually uses. This is what a well-run systems migration looks like.
Frequently Asked Questions
Will a CRM migration disrupt our sales team?
It doesn't have to. We migrate in phases, validate data before cutover, and keep the team selling throughout. The goal is a boring migration, no lost data, no lost deals.
How do you handle years of messy data during a migration?
We don't just lift and shift the mess. We dedupe, map, and validate as part of the move, so you land on clean data instead of importing old problems into a new system.
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