Pabau to HubSpot
Clinic management software covering bookings, clinical notes, payments, marketing, patient communications and reporting.
Pabau data can move into HubSpot, landing mainly in Sales Hub. 2 of 9 mapped objects move directly (Clients and Services and products); 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 Pabau
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
Under 5k clients
Report CSV imports; contacts and sources only.
Mid migration
5k-50k clients
Adds appointments, sales and products, plus a sync decision.
Large migration
50k+ clients, multi-site
Multi-location data, full export reconciliation and a governance review.
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 Pabau: what you need to get in, what lands in HubSpot, and what will not.
Open API and webhooks (per vendor marketing); details not verified
Likely an admin or reports-access user; not documented in sources
Choose your route
How will you move the data?
HubSpot offers an integration for importing records from Pabau.
- You need: To confirm
- Permission: Likely an admin or reports-access user; not documented in sources
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 export to XLS or CSV from Analytics > Reports (custom client reports with filters)
- Export button on Services and Products pages (Excel or CSV)
- Paid full data export requested from Pabau support, typically within about 5 business days, delivered as zip with EMR, meta data and attachments folders
- Data Connector pushes to warehouses such as Snowflake or Looker
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 Pabau
In HubSpot
Hover or tap anything on the left to see where it lands.
| Source object | In HubSpot | Moves | Notes |
|---|---|---|---|
| Clients | Contacts | yes | Export via custom client report or full export; use the Pabau client system ID as a unique identifier property. |
| Leads | Contacts | partial | Open Leads report exports to CSV; lead status and source need mapping to HubSpot lifecycle stage and lead source. |
| Lead/referral source | Contacts | partial | Lead source is a custom property; the exact export field is not confirmed. |
| Appointments | Meetings | partial | Appointments can be reported and exported; import as Meetings or a custom object. Pabau's HubSpot sync puts appointments on the timeline. |
| Bookings/sales | Deals | partial | The Pabau sync links clients and leads to HubSpot contacts and deals; historical deals need a separate import. |
| Invoices/line items | Line items | partial | Line Item History report exports to CSV; consider whether financial history is needed in HubSpot. |
| Services and products | Products | yes | Export button on the Services and Products pages gives Excel or CSV. |
| Client communication preferences | Contacts | manual | Opt-in and opt-out fields are not documented in the sources; verify them in the export. |
| Clinical notes, medical history, EMR | Custom objects | no | The scope note says to retain these in Pabau or an EHR; they are not for HubSpot. |
What to expect
Out of scope by design; keep in a clinical system.
They come only in the full export, mapped to clients by system ID; they are clinical data and should not go to HubSpot.
Labels and sources are custom to each clinic.
Spreadsheet IDs must be matched to attachments by client system ID.
Pabau workflows do not transfer.
Use an allow-list of fields and exclude treatment names unless a legal basis is confirmed. Consider HubSpot sensitive data settings.
Export the marketing consent flags and import them as HubSpot marketing contact status or subscription types.
Plan a cut-over date and run delta reports for later changes.
Disable or scope the sync during the migration and dedupe on email and Pabau ID.
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 (report CSV/XLS, paid full export) and the HubSpot sync are backed by Pabau pages. Public API details (docs URL, auth, rate limits) were not found. Object mapping rests on analyst judgment plus Pabau's HubSpot sync description.
Sources
Related migrations
Frequently asked questions
How do I migrate Pabau to HubSpot?
1. Decide which Pabau fields are permitted for HubSpot and exclude clinical fields. 2. Build a client report in Analytics > Reports with the needed columns, including system ID, email, phone, consent and source. 3. Ask Pabau support whether you need a full export and what it costs. 4. Create HubSpot custom properties for Pabau client ID, lead source and labels.
What data can move from Pabau to HubSpot?
These objects move directly: Clients and Services and products. Check the mapping table for partial and manual items.
What does not move from Pabau to HubSpot?
Electronic medical records, consultation notes and treatment workflows and Photos and attachments linked to clients. Plan to rebuild or retire these.
How long does a Pabau to HubSpot migration take?
Small (Under 5k clients): 2-4 weeks. Mid (5k-50k clients): 4-8 weeks. Large (50k+ clients, multi-site): 8-16 weeks. These are planning estimates, not a quote.
What access do I need to export from Pabau?
Likely an admin or reports-access user; not documented in sources
Is there a native HubSpot connector for Pabau?
Yes. Confirm the supported objects in discovery.
What compliance issues apply when moving Pabau data?
Check: Health data (special category under UK/EU GDPR; possibly HIPAA in the US), Clinical photos and attachments, Financial and payment data and Possible minors' data. Agree consent, retention and access rules before exporting.
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