Moving from HubSpot to ContactRoll

Teams move from HubSpot for different reasons: a feature they need is in a higher edition, the year’s total arrives as one number, or they want support, calls and sales on one record without a second product. Whatever the reason, the move is mostly about not losing anything on the way.

This guide moves a team of 10 to 25 from HubSpot to ContactRoll in about a week. HubSpot facts are from HubSpot’s own help article on exports, read on October 31, 2026 and linked below. I build ContactRoll, so where it does something differently from HubSpot, or not at all, this guide says so.

Before you start: a renewal date and a list

Find your renewal date. HubSpot subscriptions renew on a term. Move in the weeks before it, not the day after it.

List what your team actually uses. Contacts and companies, deals and their stages, tickets, the marketing list, phone numbers, workflows, custom properties. Each one below has its own step, and some things will not need to move at all.

Step 1: export from HubSpot

HubSpot’s “Export your records” article (last updated April 2, 2026; read October 31, 2026) says:

• Export permission is needed, and exports are on all HubSpot subscriptions.
• A file can be CSV, XLS or XLSX. Choose CSV: it has no column limit, which HubSpot recommends for exports with many columns.
• An export holds the records’ properties and, if you choose, their associations. Choose “All properties and associations on records” for the copy you keep.
• HubSpot emails a download link, and the link expires after 30 days. Download it the same day.
• Calls, notes and other activities are not in a record export; HubSpot points to an individual contact’s data export, activity reports or its API for those.

Export contacts and companies as CSV, each with all properties. Export deals too, for your archive and to re-create the open ones. Keep every file in one folder, dated.

Step 2: import contacts and companies

In ContactRoll, open Contacts and press Import from a file. A HubSpot contacts file is matched as it comes, including its company and phone columns (the import article has every column ContactRoll takes).

1. Choose the file. One import takes up to 2,000 rows and 5 MB; split a bigger file into parts. On Plus, the bulk API takes up to 100,000 contacts in one request.
2. Check each column. Leave out the HubSpot columns you do not need.
3. Say what the file is for. Import your whole list as contacts only. Import people who agreed to marketing email as a separate file, with your evidence of how and when they agreed. Never import an unsubscribed person as having agreed.
4. See what it would do. Every row says whether it is new, already here, or refused and why. Each company is shown as one already here or a new one.
5. Press Import. Rows that could not be imported come back as a file with a column saying why. Fix them and import that file again.

A contact who works with several of your customers can then be linked to each company, with their role at each.

Step 3: re-create the open deals

ContactRoll’s import brings in contacts and companies, not deals. For a small team that is usually a short list: re-create each open deal by hand on the deals board, at its stage, with its value, owner and expected close. Closed deals stay in your HubSpot export as the archive. On Plus, your own systems can create deals through the API instead.

If your HubSpot pipeline has stages ContactRoll does not start with, change ContactRoll’s stages first, on the Stages page.

Step 4: custom properties and custom objects

Custom properties become custom fields: up to 25 a record type on Free and Standard, and 100 on Plus. Make them before you import, and the import offers them as columns. A HubSpot calculation or rollup property becomes a calculated or roll-up field in ContactRoll, on every plan.

Custom objects, if you used them on a HubSpot Enterprise edition, become record types of your own on ContactRoll Plus: up to 5, each with up to 50 fields. Import each one from its CSV file on its own list page.

Step 5: support email, phones and the team

• Support email. Forward the address your customers already write to (a Gmail, Google Workspace or Microsoft 365 address, for example) to your organization’s ContactRoll address. Every email opens a case in the queue, and customers keep writing where they always have.
• Phones. ContactRoll places and takes calls through your own Twilio account, billed by Twilio. Numbers HubSpot provides stay with HubSpot; buy a new number in ContactRoll’s phone setup, or bring your own number to Twilio.
• The team. Invite each person with the role that fits them. Nine roles are ready on every plan.
• Workflows. Write down what each HubSpot workflow does. On Plus, ContactRoll’s automation flows do the same kinds of thing: a trigger, conditions and actions in one sentence, tested on recent events before they go on.

Step 6: run both for a few days, then switch

Use ContactRoll for new work for three to five days while HubSpot stays read-only. Check that new emails open cases, calls ring the right people, and each salesperson’s open deals are on the board. Then switch any forms or links that still point at HubSpot, and cancel at your renewal.

What stays in your HubSpot export

Be clear with your team about these before you start:

• Past emails, calls and notes stay in your HubSpot export. ContactRoll keeps everything from the day you start.
• Reports and dashboards are rebuilt in ContactRoll’s report builder; your history begins on your first day there.
• Things built on HubSpot’s app marketplace have no place to go, since ContactRoll has no marketplace. Every integration lists what ContactRoll connects to today and what is coming.

If something in your HubSpot account has nowhere obvious to go, write to hello@contactroll.com before you move.