How to Migrate from HubSpot to Bitrix24: Step-by-Step Plan

What Transfers - and What Doesn't

In a standard HubSpot-to-Bitrix24 migration, contacts, companies, deals, and products transfer cleanly via CSV/Excel import, while activity timelines transfer only with custom scripts, and attached files, workflow logic, and sidebar properties cannot be migrated by standard means.

Before committing to a migration, it helps to know exactly which data objects move cleanly and which require extra effort. The table below reflects what our project archive shows is feasible in a standard engagement.

Key rule from our practice: only data from the main (left-hand) part of a CRM card travels via standard import. Activity timelines, attached files, and automation logic must be rebuilt.

Phase 1: Audit and Inventory

Phase 1 produces a complete inventory of all HubSpot CRM objects, pipelines, automations, integrations, users, and templates before any data moves, and is the right moment to exclude obsolete records that would unnecessarily inflate migration scope and cost.

The goal of the first phase is a complete picture of what lives in your HubSpot account before a single record moves.

What to document:

• All CRM objects: contacts, companies, deals, products, custom objects
• Pipeline count and stage configuration per pipeline
• Active automations, sequences, and workflows
• Third-party integrations (email providers, telephony, chat tools, forms, ERPs)
• User list, roles, and access rights
• Document templates and generated files

Practical tip: Export every object type from HubSpot to CSV at this stage. You will use these files both as a data source and as a baseline for integrity checks after migration. If your dataset contains objects that are outdated or unused, this is the right moment to exclude them - migrating dead data inflates the project scope and slows down the new portal.

Phase 2: Configure the New Bitrix24 Portal

Phase 2 builds the entire Bitrix24 target environment - company structure, custom fields, pipelines, access rights, and system settings - before any records are loaded, ensuring data lands in a fully prepared structure.

Data migration only works cleanly when the target environment is ready. This phase sets up the structure before any records are loaded.

Steps:

1. Company structure - create departments, positions, and user accounts to mirror your current org chart.
2. Custom fields - replicate every HubSpot property (text, number, date, list, etc.) as equivalent Bitrix24 fields.
3. CRM pipelines and stages - rebuild each HubSpot pipeline as a Bitrix24 deal funnel (or smart process), with matching stage names and terminal statuses (won / lost).
4. Access rights matrix - configure role-based permissions for leads, deals, contacts, and companies, restricting view / edit / export per role.
5. Basic system settings - navigation menu, email events, notification settings.

Only settings tied to actually used data should be created. Obsolete entities from the audit phase are excluded here.

Phase 3: Data Migration

Phase 3 is the core technical phase, using CSV/Excel import for most SMB projects (2-15 hours per entity type) or custom PHP/CLI scripts for complex environments, with two-pass loading and ID mapping to preserve all cross-entity relationships.

This is the core technical phase. Depending on project complexity, two approaches are used:

Standard import (CSV/Excel)

For most SMB migrations, data is exported from HubSpot, cleaned and formatted against a Bitrix24 template, and then imported via the built-in import tool. Migration runs in multiple passes:

• Pass 1 - initial load
• Pass 2 - delta load (records changed during the migration window)

Typical time estimates from real projects:

• Contacts: 2-4 hours
• Companies: 2-4 hours
• Deals: 2-15 hours (depending on volume and pipeline complexity)
• Products: 2-4 hours

Custom migration scripts (for complex projects)

For larger or more complex environments, custom PHP/CLI scripts are developed. The migration order follows entity dependencies:

Users → Org structure → Info blocks → CRM entities → Timeline

Scripts handle ID mapping (old HubSpot IDs → new Bitrix24 IDs) so that cross-entity relationships (e.g. a deal linked to a contact linked to a company) are preserved. All scripts are tested against a copy of the database before the production run.

The data flow during a scripted migration.

flowchart LR
    HS[HubSpot Export\nCSV / API] --> CLEAN[Data Cleaning\n& Field Mapping]
    CLEAN --> SCRIPTS[Migration Scripts\nPHP/CLI]
    SCRIPTS --> USERS[Users &\nOrg Structure]
    SCRIPTS --> CRM[CRM Entities\nContacts → Companies → Deals]
    SCRIPTS --> TL[Timeline\nActivities]
    USERS --> B24[Bitrix24 Portal]
    CRM --> B24
    TL --> B24
    B24 --> CHECK[Integrity Check\n& Report]

What is not migrated by standard means:

• Files attached to records
• Comments and activity log entries (requires scripting)
• Smart-process records (no standard import API; must be loaded manually or via custom app)

Phase 4: Automations and Business Processes

Phase 4 re-implements all HubSpot workflows from scratch using Bitrix24 robots and triggers, with a typical mid-size sales team scope of up to 15 robots per pipeline covering deal transfers, task creation, notifications, and rollup calculations.

HubSpot workflows do not port directly into Bitrix24. They must be re-implemented using Bitrix24's native tools: robots (automated actions triggered on stage change) and triggers (conditions that fire a robot).

Typical automation scenarios rebuilt in this phase:

• Automatic deal transfer between pipelines on stage completion, with a copy retained in the source pipeline for reporting
• Task creation with reminders when a deal sits on a stage beyond a defined time threshold
• Notifications to responsible managers on deal status changes
• Rollup calculations (e.g. summing revenue across linked sub-processes into the parent deal card)
• Automated population of status fields and cross-entity data copying

Each scenario is tested end-to-end before sign-off. Up to 15 robots per pipeline is a typical project scope for a mid-size sales team.

Phase 5: Reconnecting Integrations

Phase 5 reconnects all integrations - VoIP, WhatsApp, email accounts, lead capture tools, marketplaces, and ERPs - entirely from scratch, as OAuth tokens and API credentials do not carry over, with reconnection time ranging from 2 to 15 hours depending on system count.

All integrations must be reconnected from scratch on the new portal. This is true even when migrating between two cloud environments - the server context changes, so OAuth tokens, webhook URLs, and API credentials all need to be re-entered.

Typical integrations reconnected in a migration project:

• VoIP / telephony (call logging, click-to-call)
• WhatsApp / messaging connectors
• Email accounts (10+ mailboxes is not unusual; each is reconnected individually; setup guides are provided)
• Landing page / lead capture tools (e.g. website builders)
• Marketplaces and classified ad platforms
• ERP or accounting systems

Client responsibility: the client provides all credentials, API keys, and admin access for third-party services. Integration time ranges from 2 to 15 hours depending on the number of systems and whether standard marketplace connectors exist.

A Bitrix24 Marketplace subscription is required to install connector apps from the marketplace.

Phase 6: Testing and Go-Live

Phase 6 runs a joint acceptance test covering record counts, cross-entity links, automations, integrations, access rights, and document templates, followed by setting HubSpot to read-only and providing one month of warranty support for migration-related issues.

Before switching the team to Bitrix24, a joint acceptance test is run with the client.

Checklist:

• Record counts in Bitrix24 match the pre-migration audit figures
• Cross-entity links (deal ↔ contact ↔ company) are intact
• Pipeline stages and field values are correct on a sample of records
• Automations fire correctly on test deals
• Integrations pass live messages (test call, test form submission, test email)
• Access rights prevent unauthorised actions across roles
• Document templates generate correctly with new field IDs

After acceptance, the old HubSpot instance is set to read-only (not deleted) for a defined period. Post-release monitoring covers the first weeks of live operation.

One month of warranty support is standard in our project contracts, covering issues directly related to the agreed migration and configuration scope.

Timeline and Budget

A HubSpot-to-Bitrix24 migration typically takes 2 weeks for small teams and 8+ weeks for complex portals, with budget ranging from approximately $1,000 to $5,000+ USD depending on data volume, number of integrations, automation complexity, and whether custom script development is required.

Budget varies significantly by region and scope. Based on our project archive, a cloud-to-cloud migration with integrations falls in a range comparable to $1,000 - $5,000+ USD depending on data volume, number of integrations, and automation complexity. Complex projects with custom script development sit at the higher end. Exact estimates require a scoping call and data audit.

Factors that increase scope (and cost):

• Undocumented or hidden data discovered during migration
• Custom HubSpot properties with no direct Bitrix24 equivalent
• Smart-process records that cannot be imported via standard tools
• Integration with ERP or other enterprise systems
• Multiple rounds of testing and correction
• Client-side delays in providing data or credentials