Entrata to HubSpot
Cloud multifamily property management platform covering leasing, resident operations, accounting and maintenance across portfolios.
Entrata data can move into HubSpot, landing mainly in Sales Hub. 1 of 7 mapped objects move directly (Prospects / guest cards (leads)); 3 items need manual work and 2 do not move. Plan roughly 2-4 weeks for a small move and 8-16 weeks for a large one.
Migration checklist for Entrata
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
<10k contacts, 1-5 properties
Prospects only.
Mid migration
10k-100k contacts, 5-50 properties
Adds custom objects and a sync.
Large migration
>100k contacts, 50+ properties
Multi-portfolio with residents and ongoing sync.
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 Entrata: what you need to get in, what lands in HubSpot, and what will not.
Entrata web-service API (service-oriented, JSON/XML)
Account subdomain plus an API key from an Internal API User with the needed web services enabled.
Customer must ask their Entrata CSM to provision an Internal API User, then enable the web services on it. Partner API access needs a signed agreement.
Choose your route
How will you move the data?
No native connector was found.
- You need: Account subdomain plus an API key from an Internal API User with the needed web services enabled.
- Permission: Customer must ask their Entrata CSM to provision an Internal API User, then enable the web services on it. Partner API access needs a signed agreement.
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.
- Entrata API web services (properties, units, leasing, residents, financial/GL)
- UI report and transaction exports (reported by a third-party automation vendor)
- Third-party connectors that read via the API
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 Entrata
In HubSpot
Hover or tap anything on the left to see where it lands.
| Source object | In HubSpot | Moves | Notes |
|---|---|---|---|
| Prospects / guest cards (leads) | Contacts | yes | Tray template maps name, email, unit interest and source to HubSpot contact properties. |
| Properties and units | Custom objects | partial | The API exposes properties, floorplans, units, availability and pricing. HubSpot has no native property object, so custom objects are needed. |
| Leasing milestones / applications | Deals | partial | Integrate IQ describes syncing leasing milestones back to HubSpot. The deal pipeline mapping is an analyst assumption. |
| Residents | Contacts | partial | Resident data is available via the API. Decide whether former or current residents belong in HubSpot. |
| Tour scheduling / viewings | Meetings | manual | Tour data was only seen as a HubSpot-to-Entrata sync. Export of historical tours is not confirmed. |
| Maintenance / service requests | Tickets | partial | Maintenance workflows are exposed via the API. Migrate to Tickets only if Service Hub is in scope. |
| Buyers, sellers, MLS listings | Contacts | no | Entrata is rental-focused. No buyer, seller or MLS objects were found in the sources. |
What to expect
Accounting stays in Entrata. Financial data is available via the API but is not a CRM object.
These are Entrata platform functions. Retain them per the analyst boundary note.
HubSpot has no native object for them.
It must go through the Entrata CSM.
Dedupe on email to avoid overwriting marketing data.
Apply least-privilege access, MFA and secure secret storage.
Request API access in week 1.
Use a connector platform or batch extracts.
Confirm the objects actually in use during discovery.
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.
Entrata is a multifamily property management platform. API access and a HubSpot sync pattern are sourced. The analyst scope (buyers, sellers, MLS, viewings) fits sales-side real estate CRMs better than Entrata. Object mapping rests on category-level knowledge, and no Entrata export or migration doc was reviewed.
Sources
Related migrations
Frequently asked questions
How do I migrate Entrata to HubSpot?
1. Ask your Entrata CSM for an Internal API User and its API key. 2. Enable the needed web services (properties, leasing, prospects) on that user. 3. Inventory properties, prospect sources and guest card custom fields. 4. Decide whether residents, or only prospects, go into HubSpot.
What data can move from Entrata to HubSpot?
These objects move directly: Prospects / guest cards (leads). Check the mapping table for partial and manual items.
What does not move from Entrata to HubSpot?
Resident ledgers, GL and trust/accounting records and Listings syndication and website feeds. Plan to rebuild or retire these.
How long does a Entrata to HubSpot migration take?
Small (<10k contacts, 1-5 properties): 2-4 weeks. Mid (10k-100k contacts, 5-50 properties): 4-8 weeks. Large (>100k contacts, 50+ properties): 8-16 weeks. These are planning estimates, not a quote.
What access do I need to export from Entrata?
Account subdomain plus an API key from an Internal API User with the needed web services enabled. Customer must ask their Entrata CSM to provision an Internal API User, then enable the web services on it. Partner API access needs a signed agreement.
Is there a native HubSpot connector for Entrata?
No native connector was found. Plan a CSV, API or third-party tool route.
What compliance issues apply when moving Entrata data?
Check: Financial/payment data, Screening results and government IDs and Fair housing considerations. Agree consent, retention and access rules before exporting.
Moving Entrata into HubSpot?
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