Planfix to HubSpot
Planfix is a task-centric work and business-process platform with CRM, helpdesk and project features. It is configured without programming.
Planfix data can move into HubSpot, landing mainly in Sales Hub. 3 of 7 mapped objects move directly (Contacts (individuals), Companies (counterparties) and Files); 4 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 Planfix
Three phases, specific to this system. Tick steps off as you go.
Before
0 of 5 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
up to 10k contacts and companies
Mid migration
10k-100k records with activities
Large migration
100k+ records, many templates and files
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 Planfix: what you need to get in, what lands in HubSpot, and what will not.
REST API (JSON), plus legacy XML API v1
A REST API token for an employee, plus the account URL (your-account.planfix.com/rest).
Only account owners can run the general data export. API tokens are created in Account Management.
Choose your route
How will you move the data?
No native connector was found.
- You need: A REST API token for an employee, plus the account URL (your-account.planfix.com/rest).
- Permission: Only account owners can run the general data export. API tokens are created in Account Management.
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.
- Report builder export to CSV or XLSX
- REST API (contacts, tasks, comments, files, reports and more)
- General data archive (ZIP of JSON, relationships preserved), limited to once every 30 days and run by the account owner
- File archive of all cloud-stored files
Limits: To confirm
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 Planfix
In HubSpot
Hover or tap anything on the left to see where it lands.
| Source object | In HubSpot | Moves | Notes |
|---|---|---|---|
| Contacts (individuals) | Contacts | yes | The API has contact list/get endpoints, and reports export to CSV. |
| Companies (counterparties) | Companies | yes | The same contact endpoint returns contacts and companies, so type needs separating. |
| Tasks (used as deals or sales opportunities) | Deals | partial | Deals are usually modelled as tasks or custom-field templates, so mapping to pipelines and stages needs design. |
| Comments and actions on tasks and contacts | Notes | partial | The API exposes comments, but mapping to calls, emails and meetings is custom work. |
| Helpdesk tasks | Tickets | manual | No Planfix doc describes a ticket mapping. Analyst assumption. |
| Files | Files | yes | Files can be downloaded via the API or a file archive. |
| Employees | Owners | manual | Match employees to HubSpot users by email. |
What to expect
The export is data only. It is not a configuration backup.
No export path for these was found in the sources.
Report data exports, but the report definitions do not.
Planfix processes are task-based and have no HubSpot equivalent to import.
Planfix has no native deal object.
Permission models differ.
Only report data is exportable.
Use the JSON archive, which preserves links between records, to build association mappings.
Plan the export date early and keep API extraction as a fallback.
Check endpoint coverage for each object, and use JSON archive or report exports for any gaps.
Keep the source account active until validation is complete.
Confirm the plan before starting.
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.
Export paths and API are backed by Planfix docs. No HubSpot-side mapping docs for Planfix were found, and Planfix's object model (tasks as the core entity, with contacts and counterparties) is not detailed in the sources. Object mapping is therefore analyst-level.
Sources
Related migrations
Frequently asked questions
How do I migrate Planfix to HubSpot?
1. Confirm the plan allows REST API access. 2. Have the account owner schedule the general data and file archives. 3. Inventory task templates, contact templates, custom fields and data tags. 4. Decide which task templates map to Deals, Tickets or Notes.
What data can move from Planfix to HubSpot?
These objects move directly: Contacts (individuals), Companies (counterparties) and Files. Check the mapping table for partial and manual items.
What does not move from Planfix to HubSpot?
Automations, task templates and processes, Permissions and roles and Report and dashboard definitions. Plan to rebuild or retire these.
How long does a Planfix to HubSpot migration take?
Small (up to 10k contacts and companies): 2-4 weeks. Mid (10k-100k records with activities): 4-8 weeks. Large (100k+ records, many templates and files): 8-16 weeks. These are planning estimates, not a quote.
What access do I need to export from Planfix?
A REST API token for an employee, plus the account URL (your-account.planfix.com/rest). Only account owners can run the general data export. API tokens are created in Account Management.
Is there a native HubSpot connector for Planfix?
No native connector was found. Plan a CSV, API or third-party tool route.
What compliance issues apply when moving Planfix data?
Check: Possible health, financial or minors' data held in free-form tasks and files. Agree consent, retention and access rules before exporting.
Moving Planfix into HubSpot?
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