Vtiger to HubSpot
Horizontal CRM offered as Vtiger Cloud (with the VTAP application platform) and as a self-hosted open-source edition.
Vtiger data can move into HubSpot, landing mainly in Sales Hub. 3 of 8 mapped objects move directly (Organizations, Contacts and Opportunities (Potentials)); 5 items need manual work and 3 do not move. Plan roughly 2-4 weeks for a small move and 8-16 weeks for a large one.
Migration checklist for Vtiger
Three phases, specific to this system. Tick steps off as you go.
Before
0 of 6 doneDuring
0 of 5 doneAfter
0 of 5 doneWhat will it take?
No price list: cost follows volume, custom objects and how much logic must be rebuilt. Answer four quick questions for a planning range.
The three scenarios
Small migration
<10k
Core objects by CSV or tool.
Mid migration
10k-100k
Includes activities and automation rebuild.
Large migration
>100k
Custom API extraction and heavy rebuild.
What moves the number
Timeline ranges are planning estimates, not a quote. A partner confirms scope after discovery.
Access, mapping and limits
Start with how data leaves Vtiger: what you need to get in, what lands in HubSpot, and what will not.
REST (Vtiger Cloud /restapi/v1/vtiger/default) and legacy webservice.php
Instance URL, username and per-user Access Key (found under My Preferences).
Not documented. API calls run as the authenticating user, so use a user with access to all modules and records.
Daily API call limits vary by edition and can be read via the edition_Limits endpoint. Queries return at most 100 records per fetch, so paginate with limit offset,count. Published thresholds are not uniform.
Choose your route
How will you move the data?
No native connector was found.
- You need: Instance URL, username and per-user Access Key (found under My Preferences).
- Permission: Not documented. API calls run as the authenticating user, so use a user with access to all modules and records.
Native imports often bring over only some data, so check coverage per object in the mapping below.
Export each object, clean it, then import it into HubSpot.
- REST API query/retrieve with pagination
- Related-record retrieval via the API
- In-app CSV export (not confirmed in sources; an EXPORT_LIMIT keyword exists in the edition limits API)
Limits: Daily API call limits vary by edition and can be read via the edition_Limits endpoint. Queries return at most 100 records per fetch, so paginate with limit offset,count. Published thresholds are not uniform.
Migration and sync tools can move more than a plain import. Confirm which objects each one supports before you choose.
Best when volume is high, custom objects are many or automation is heavy. That is the Large scenario: 8-16 weeks, usually phased.
Talk to a partnerWhere each object lands
In Vtiger
In HubSpot
Hover or tap anything on the left to see where it lands.
| Source object | In HubSpot | Moves | Notes |
|---|---|---|---|
| Organizations | Companies | yes | Match by company name or domain. Domain must be held in a field on the Vtiger side. |
| Contacts | Contacts | yes | Re-associate to Companies using the organization reference. Keep the Vtiger webservice ID in a custom property. |
| Leads | Contacts | partial | HubSpot has no separate lead object. Import as Contacts with a lead lifecycle stage, or convert first. |
| Opportunities (Potentials) | Deals | yes | Sales stages need manual mapping to HubSpot pipeline stages. |
| Activities (Tasks, Events, Calls) | Tasks | partial | Community posts say HubSpot can import activities. One guide says they do not move through standard migration. Retrieve them via the API and test association coverage. |
| Notes/Comments | Notes | partial | Needs API extraction plus an engagement import. Coverage is unverified. |
| Users | Owners | manual | Map assigned-user IDs to HubSpot users or owners by email. Not documented in sources. |
| Products, Quotes, Invoices, Sales Orders, Tickets (HelpDesk) | Products / Quotes / Tickets | manual | Module list is available through the API's ListTypes. Mapping is not documented in sources. |
What to expect
Automation logic is not exportable as HubSpot workflows. Rebuild it.
Different permission model. Rebuild in HubSpot teams and permission sets.
Rebuild in HubSpot reporting.
Vtiger workflows, SLA and scheduled flows do not transfer.
Stage mapping is manual.
Enabled modules and mandatory fields are account-specific.
Related-record API calls are needed to export links. Coverage is unconfirmed.
HubSpot has no separate lead object.
Paginate with offsets and reconcile record counts per module.
Pilot an engagement import and verify associations.
Check edition_Limits first and schedule extraction in batches.
Disable triggers during load.
Use a staging database or an export file.
Data governance and compliance
Decide what is allowed to move before anything is exported. Tick each gate once it is agreed.
How we researched this page
How much to trust each section, and where it comes from.
The REST API, authentication and query behaviour are backed by Vtiger docs. Object mapping to HubSpot rests on HubSpot community posts, third-party guides and category knowledge. I found no HubSpot or Vtiger doc for a native migration path, and no vendor doc on export options or on activity and association export coverage.
Sources
Related migrations
Frequently asked questions
How do I migrate Vtiger to HubSpot?
1. Confirm the edition (Cloud or self-hosted) and read the API call limits via edition_Limits. 2. Get a username and Access Key under My Preferences from a user with full record visibility. 3. Inventory the enabled modules with ListTypes/Describe and list the custom fields. 4. Decide how Leads, Organizations and Potentials map to HubSpot lifecycle stages, Companies and Deals.
What data can move from Vtiger to HubSpot?
These objects move directly: Organizations, Contacts and Opportunities (Potentials). Check the mapping table for partial and manual items.
What does not move from Vtiger to HubSpot?
Workflows, Process Designer flows and macros, Roles, profiles and sharing rules and Reports and dashboards. Plan to rebuild or retire these.
How long does a Vtiger to HubSpot migration take?
Small (<10k): 2-4 weeks. Mid (10k-100k): 4-8 weeks. Large (>100k): 8-16 weeks. These are planning estimates, not a quote.
What access do I need to export from Vtiger?
Instance URL, username and per-user Access Key (found under My Preferences). Not documented. API calls run as the authenticating user, so use a user with access to all modules and records.
What compliance issues apply when moving Vtiger data?
Check: Check support tickets and notes for health or financial data. Agree consent, retention and access rules before exporting.
Moving Vtiger into HubSpot?
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