VaultRE to HubSpot
Cloud real estate CRM and transaction platform for sales and property management, used mainly in Australia and New Zealand.
VaultRE data can move into HubSpot, landing mainly in Sales Hub. 2 of 7 mapped objects move directly (Contacts (buyers, sellers, landlords, tenants) and Contact notes); 3 items need manual work and 3 do not move. Plan roughly 3-5 weeks for a small move and 10-16 weeks for a large one.
Migration checklist for VaultRE
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, 500 properties
Contacts and notes only.
Mid migration
10k-75k contacts, 500-5k properties
Adds properties as custom objects and deals.
Large migration
75k+ contacts, multi-office, 5k+ properties
Multiple offices, history and integrations.
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 VaultRE: what you need to get in, what lands in HubSpot, and what will not.
REST (OpenAPI/Swagger, v1.3), with webhooks and a separate Aggregator API
Integrator API key, which is issued after VaultRE approves an integrator registration. The agency must also mint a scoped access token.
An agency admin in VaultRE has to create the scoped access token for the integrator.
10 requests/second and 10,000 requests/day, per a third-party API index (not confirmed in VaultRE's own docs).
Choose your route
How will you move the data?
No native connector was found.
- You need: Integrator API key, which is issued after VaultRE approves an integrator registration. The agency must also mint a scoped access token.
- Permission: An agency admin in VaultRE has to create the scoped access token for the integrator.
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 list endpoints, e.g. GET /contacts, /properties, /contacts/requirements, /contacts/{id}/activityLog
- Bulk endpoint for contact notes
- Distribution lists endpoint, which also lets you filter contacts by list
Limits: 10 requests/second and 10,000 requests/day, per a third-party API index (not confirmed in VaultRE's own docs).
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: 10-16 weeks, usually phased.
Talk to a partnerWhere each object lands
In VaultRE
In HubSpot
Hover or tap anything on the left to see where it lands.
| Source object | In HubSpot | Moves | Notes |
|---|---|---|---|
| Contacts (buyers, sellers, landlords, tenants) | Contacts | yes | One contact can hold several roles at once, so map roles and categories to properties. The API also exposes ABN/ACN, which fit Companies. |
| Buy/lease requirements | Custom objects | partial | Exposed through the API; there is no standard HubSpot equivalent, so use custom properties or a custom object. |
| Properties (sale/lease listings) | Custom objects | partial | A property can be both a sale and a rental listing, so model a property and its listing lives separately. |
| Contact notes | Notes | yes | A bulk notes endpoint exists. |
| Activity log / tasks / open homes / feedback | Tasks | partial | An activity log endpoint exists. Open homes and feedback entities exist but their mapping is not confirmed. |
| Offers / sales pipeline | Deals | manual | Offers and sale lives are held per property, so deals have to be rebuilt from them. |
| Filing cabinet files / contact attachments | Files | partial | The API can upload files to the filing cabinet and to contacts. Bulk download of files is not confirmed. |
What to expect
Financial records stay in the accounting or trust system; HubSpot is not a trust ledger.
Feeds are set up in VaultRE and the portals; they cannot be exported as data and need re-pointing.
No export of workflow definitions was found; they must be rebuilt as HubSpot workflows.
No native deal object maps directly.
AML is a separate API entity.
Access is not self-serve.
Agree the data model before loading.
Export marketing-user and consent data and map it to HubSpot subscription status.
Apply for integrator registration early; VaultRE states new integrations are generally created within two business days.
Batch the extract over several days and use incremental pulls.
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.
API access, auth and rate limits are backed by VaultRE API docs and a third-party API index. No HubSpot-published VaultRE migration guide was found. Object mapping to HubSpot and the export options other than the API are analyst judgement.
Sources
Related migrations
Frequently asked questions
How do I migrate VaultRE to HubSpot?
1. Register as an integrator and get the X-Api-Key. 2. Have the agency admin mint a scoped Bearer token for the extract. 3. Inventory contact categories, distribution lists, requirements and source-of-enquiry values. 4. Decide which of MLS/portal feeds, trust accounting and compliance records stay in VaultRE.
What data can move from VaultRE to HubSpot?
These objects move directly: Contacts (buyers, sellers, landlords, tenants) and Contact notes. Check the mapping table for partial and manual items.
What does not move from VaultRE to HubSpot?
Trust accounting and invoicing, Portal/listing syndication feeds (REA, Domain) and VaultRE workflow automations. Plan to rebuild or retire these.
How long does a VaultRE to HubSpot migration take?
Small (up to 10k contacts, 500 properties): 3-5 weeks. Mid (10k-75k contacts, 500-5k properties): 6-10 weeks. Large (75k+ contacts, multi-office, 5k+ properties): 10-16 weeks. These are planning estimates, not a quote.
What access do I need to export from VaultRE?
Integrator API key, which is issued after VaultRE approves an integrator registration. The agency must also mint a scoped access token. An agency admin in VaultRE has to create the scoped access token for the integrator.
Is there a native HubSpot connector for VaultRE?
No native connector was found. Plan a CSV, API or third-party tool route.
What compliance issues apply when moving VaultRE data?
Check: AML/KYC identity records, Financial/trust accounting data and Tenant data. Agree consent, retention and access rules before exporting.
Moving VaultRE into HubSpot?
A network of 153+ tiered HubSpot partners and 1,800+ accounts of experience. Tell us what you are moving and which hub matters most.
Talk to a partner