Weave to HubSpot
Weave is an all-in-one customer communication and payments platform for small and medium healthcare practices. It covers VoIP phones, two-way texting, scheduling and reminders, reviews, forms and payments.
Weave data can move into HubSpot, landing mainly in Sales Hub. 0 of 6 mapped objects move directly; 3 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 Weave
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 location
Covers contacts and referral source only.
Mid migration
10k-100k contacts, 2-10 locations
Adds appointments and engagement preferences.
Large migration
>100k contacts, DSO or multi-location group
Adds governance review and partner API work.
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 Weave: what you need to get in, what lands in HubSpot, and what will not.
Partner REST API via the Weave Developer Platform (dp.getweave.com); access is gated by approval
Developer portal or partner approval, then client credentials. Practices typically need Weave support or the account owner to grant access.
Choose your route
How will you move the data?
No native connector was found.
- You need: Developer portal or partner approval, then client credentials. Practices typically need Weave support or the account owner to grant access.
- Permission: To confirm
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.
- Partner API access for contacts, appointments, messages, calls, forms, reviews and payments (per third-party catalogs)
- Manual exports or reports from the web dashboard (not verified in vendor docs)
- Request a data extract from Weave support (not verified)
- Read from the underlying PMS/EHR, which is the system of record for patient data
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 Weave
In HubSpot
Hover or tap anything on the left to see where it lands.
| Source object | In HubSpot | Moves | Notes |
|---|---|---|---|
| Contacts / patients / households | Contacts | partial | Only permitted enquiry and contact fields should move. Patient identity and clinical data should stay in the PMS/EHR. |
| Appointments / schedules | Meetings | partial | Appointment history could load as Meetings or a custom object. Live schedule sync stays with the PMS. |
| Messages (SMS) and Calls | Notes | partial | Message and call logs could be archived as Notes or Calls. Content may contain PHI, so confirm scope first. |
| Forms | Custom objects | manual | Intake forms often hold health data. Migrate only the permitted fields. |
| Reviews | Custom objects | manual | Review data has no native HubSpot equivalent. |
| Payments | Deals | manual | Payment history is better kept in the payment system or PMS. |
What to expect
These are telephony settings with no HubSpot equivalent.
These are event-driven and hard to rebuild from exports.
They are out of scope by design and remain in the PMS/EHR.
Weave automations do not export.
Field names are unverified.
Programmatic access is gated by approval.
Define an allow-list of fields and confirm HubSpot's HIPAA position and any BAA before loading.
Export opt-out flags and load them as HubSpot communication preferences.
Apply early for partner access, or use the PMS data as the source.
Choose a single source of truth and dedupe on the PMS patient 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.
The product and its partner developer API are supported by a vendor press release and third-party API catalogs. No Weave or HubSpot migration docs were found, and no vendor export documentation was reviewed. The object mapping and export paths therefore rest on category-level knowledge.
Sources
Related migrations
Frequently asked questions
How do I migrate Weave to HubSpot?
1. Inventory the Weave locations, modules in use and the connected PMS/EHR. 2. Agree an allow-list of non-clinical fields with the privacy officer. 3. Request Developer Platform credentials, or ask Weave support what export is possible. 4. Capture the patient and PMS IDs used by Weave for dedupe keys.
What does not move from Weave to HubSpot?
Phone system configuration, call routing and numbers, Automated reminder, recall and missed-call text workflows and Clinical records and EHR data. Plan to rebuild or retire these.
How long does a Weave to HubSpot migration take?
Small (<10k contacts, 1 location): 2-4 weeks. Mid (10k-100k contacts, 2-10 locations): 4-8 weeks. Large (>100k contacts, DSO or multi-location group): 8-16 weeks. These are planning estimates, not a quote.
What access do I need to export from Weave?
Developer portal or partner approval, then client credentials. Practices typically need Weave support or the account owner to grant access.
What compliance issues apply when moving Weave data?
Check: Health data (PHI), HIPAA in the US, Payment data and Possible minors' data in dental and optometry practices. Agree consent, retention and access rules before exporting.
Moving Weave 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