What Transfers — and What Doesn't
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.
| Data object | Transfers? | Notes |
|---|---|---|
| Contacts (fields + records) | ✅ Yes | Via CSV/Excel import or migration scripts |
| Companies (fields + records) | ✅ Yes | Same method as contacts |
| Deals / pipeline stages | ✅ Yes | Stage names and field settings recreated first |
| Products catalogue | ✅ Yes | Requires Excel template; product-deal links may need manual work |
| Access rights / roles | ✅ Yes | Rebuilt to match existing structure |
| Document templates | ✅ Partial | Templates must be re-mapped to new field IDs in Bitrix24 |
| Timeline entries (notes, calls, emails) | ⚠️ Partial | Standard import does not carry activity history; custom scripts can migrate it |
| Attached files inside records | ❌ No | File fields are excluded from standard CSV export |
| Workflow / automation logic | ❌ No | Must be rebuilt using Bitrix24 robots and triggers |
| Right-panel card data (HubSpot sidebar properties) | ❌ No | Standard export covers main fields only; sidebar data requires additional work |
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
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 If your dataset contains objects that are outdated or unused, this is the right moment to exclude them — migrating dead data inflates the project scope and slows down the new portal.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
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
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 diagram below illustrates the data flow during a scripted migration.
The following diagram shows how source data from HubSpot (exported as CSV or read via API) flows through the migration layer — ID mapping and transformation scripts — into the new Bitrix24 portal, covering users, CRM entities, and the activity timeline.
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
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
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
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
| Project type | Typical duration | Notes |
|---|---|---|
| Small team, standard data, few integrations | ~2 weeks | CSV import, up to 3 integrations |
| Mid-size company, multiple pipelines, custom automations | 4–6 weeks | Mix of import and scripting |
| Large or complex portal (many custom objects, ERP integration) | 8+ weeks | Full custom script development, multiple test cycles |
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