Smokeball to HubSpot
Cloud legal practice management software covering matters, contacts, documents, time billing and trust accounting.
Smokeball data can move into HubSpot, landing mainly in Sales Hub. 2 of 7 mapped objects move directly (Contacts (individual) and Contacts (company)); 3 items need manual work and 1 do not move. Plan roughly 2-4 weeks for a small move and 8-14 weeks for a large one.
Migration checklist for Smokeball
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
<5k contacts, <2k matters
CSV import only.
Mid migration
5k-30k contacts, 2k-10k matters
Role associations and memos.
Large migration
>30k contacts, >10k matters
Ongoing API sync and multiple practice areas.
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 Smokeball: what you need to get in, what lands in HubSpot, and what will not.
REST (JSON) with webhooks
client_id and client_secret from Smokeball's partner program; self-created test firms are available on the staging API.
Firm admin is likely needed to run exports and authorize the integration; this is not confirmed in the sources.
Choose your route
How will you move the data?
No native connector was found.
- You need: client_id and client_secret from Smokeball's partner program; self-created test firms are available on the staging API.
- Permission: Firm admin is likely needed to run exports and authorize the integration; this is not confirmed in the 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.
- Reports export (Matter – Full List, Clients – Full List) as CSV or PDF, on Grow and Prosper+ plans
- Web-based Data Import/Export Tool covering staff, contacts, matters, unbilled time/fees/expenses, invoices, memos and tasks
- REST API for matters, contacts, files, billing and tasks
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: 8-14 weeks, usually phased.
Talk to a partnerWhere each object lands
In Smokeball
In HubSpot
Hover or tap anything on the left to see where it lands.
| Source object | In HubSpot | Moves | Notes |
|---|---|---|---|
| Contacts (individual) | Contacts | yes | The CSV or API export has names, email, phones, address, DOB, notes and tags. Keep the Smokeball contact ID as a custom property. |
| Contacts (company) | Companies | yes | Company contacts carry name, phone, email, web, address and linked contacts. |
| Matters | Deals | partial | Matters can be treated as pipeline references; the matter ID, status, type, dates, responsible attorney and client ID are exportable. Leads (IsLead) can map to early deal stages. |
| Tasks | Tasks | partial | The export tool and API include tasks; association to deals must be rebuilt. |
| Memos | Notes | partial | Memos are exportable; import as notes with a deal association. |
| Matter documents/files | Files | manual | Documents can be exported in some cases; keep legal documents in Smokeball. |
| Invoices, time and expense entries | Custom objects | manual | Billing data is exportable, but retain it in Smokeball unless reporting is needed. |
What to expect
No HubSpot equivalent; the analyst scope is to keep these in Smokeball.
Smokeball matter types are practice-area specific and have no direct HubSpot equivalent.
Roles link contacts to matters and need association labels in HubSpot.
Intake form definitions are not listed among the exportable objects.
Sync only minimal fields, restrict HubSpot permissions, and exclude matter narrative and documents.
Confirm the plan and use the Import/Export Tool or API when the report is unavailable.
Apply early or use CSV exports.
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 scope are backed by Smokeball docs and secondary sources. No HubSpot-side connector docs were checked. Object mapping, rate limits, and governance are analyst judgement.
Sources
Related migrations
Frequently asked questions
How do I migrate Smokeball to HubSpot?
1. Confirm Smokeball plan and which export route is available (Reports vs Import/Export Tool). 2. Decide which fields stay in Smokeball and which sync to HubSpot. 3. Define matter type to deal pipeline mapping. 4. Apply for API client credentials if you need ongoing sync.
What data can move from Smokeball to HubSpot?
These objects move directly: Contacts (individual) and Contacts (company). Check the mapping table for partial and manual items.
What does not move from Smokeball to HubSpot?
Time billing, trust accounting and document automation logic. Plan to rebuild or retire these.
How long does a Smokeball to HubSpot migration take?
Small (<5k contacts, <2k matters): 2-4 weeks. Mid (5k-30k contacts, 2k-10k matters): 4-8 weeks. Large (>30k contacts, >10k matters): 8-14 weeks. These are planning estimates, not a quote.
What access do I need to export from Smokeball?
client_id and client_secret from Smokeball's partner program; self-created test firms are available on the staging API. Firm admin is likely needed to run exports and authorize the integration; this is not confirmed in the sources.
What compliance issues apply when moving Smokeball data?
Check: Legal privilege and professional confidentiality, Trust account and financial data and Possible minors and sensitive case details. Agree consent, retention and access rules before exporting.
Moving Smokeball into HubSpot?
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