Redtail CRM to HubSpot
CRM built for financial advisors, widely used by independent advisors and broker-dealer reps.
Redtail CRM data can move into HubSpot, landing mainly in Sales Hub. 3 of 10 mapped objects move directly (Contacts (individuals, business entities), Opportunities and Notes); 4 items need manual work and 3 do not move. Plan roughly 1-3 weeks for a small move and 8-16 weeks for a large one.
Migration checklist for Redtail CRM
Three phases, specific to this system. Tick steps off as you go.
Before
0 of 6 doneDuring
0 of 6 doneAfter
0 of 6 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
Contacts, notes and deals only.
Mid migration
10k-50k contacts
Households, activities, custom fields and workflow rebuild.
Large migration
50k+ contacts, multi-adviser
Attachments, account data, integrations and a compliance archive.
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 Redtail CRM: what you need to get in, what lands in HubSpot, and what will not.
REST (JSON)
API access/credentials from Redtail; read-only OAuth scope is possible per Milemarker.
Database backup request sits under Admins Only in account management.
Rate limits exist and can stall multi-year extractions; figures not found.
Choose your route
How will you move the data?
No native connector was found.
- You need: API access/credentials from Redtail; read-only OAuth scope is possible per Milemarker.
- Permission: Database backup request sits under Admins Only in account management.
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.
- Bulk contact export via default templates from Contacts > Exports
- Custom Export Templates (field-selected spreadsheet)
- Database backup request (MySQL .sql dump) via Admins Only
- REST API extraction
Limits: Rate limits exist and can stall multi-year extractions; figures not found.
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 Redtail CRM
In HubSpot
Hover or tap anything on the left to see where it lands.
| Source object | In HubSpot | Moves | Notes |
|---|---|---|---|
| Contacts (individuals, business entities) | Contacts | yes | Available through the API, exports and the backup; includes custom fields. |
| Households / families / accounts grouping | Companies | partial | There is no native household object, so a mapping decision is needed, typically a Household company record or a custom object. |
| Opportunities | Deals | yes | Opportunities are in the API and the backup; pipeline and stage mapping needed. |
| Notes | Notes | yes | Carried as engagements; user attribution needs a separate user ID export. |
| Activities (tasks and appointments) | Tasks | partial | Redtail combines tasks and appointments, so they must be split into Tasks and Meetings. |
| Calendar events | Meetings | partial | Recurring activity criteria do not translate cleanly, and future occurrences generally cannot be recreated. |
| Tracked accounts (manually tracked) | Custom objects | partial | Account and AUM-type data goes to custom properties or custom objects, per integrators. |
| Advisers / users (servicing and writing advisor) | Contacts | manual | Advisor fields are used inconsistently between firms and are remapped to HubSpot owner or properties. The user lookup table is stripped from the backup. |
| Referral partners | Contacts | manual | Professional relationship links need explicit mapping; no vendor documentation was found on how they are exported. |
| Workflows | Tasks | manual | Workflow history is a separate object and must be rebuilt as HubSpot workflows or sequences. |
What to expect
They do not transfer and must be rebuilt.
Recurrence criteria do not translate.
The archive is in a proprietary format and needs reconstruction.
Redtail groups on the contact; HubSpot uses associations.
The backup lacks the user lookup table.
Attachments are not in the contact data.
Workflows do not carry over.
Agree the household model first and test the associations on a sample.
Keep Redtail read-only or archived until reconciliation is signed off.
Use the database backup for the bulk and the API for deltas.
Use CSV import, the API or a partner tool.
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.
Redtail's own help centre and API page confirm export options and a REST API. Object mapping, rate limits and auth details rest on third-party migration guides, so the status is partial.
Sources
Related migrations
Frequently asked questions
How do I migrate Redtail CRM to HubSpot?
1. Decide whether Redtail is retired or kept as the system of record, with a subset synced to HubSpot. 2. Request the database backup from Manage Your Account > Admins Only. 3. Run an export of Custom Export Templates for the contact fields you need. 4. Obtain Redtail API credentials and confirm the read scope.
What data can move from Redtail CRM to HubSpot?
These objects move directly: Contacts (individuals, business entities), Opportunities and Notes. Check the mapping table for partial and manual items.
What does not move from Redtail CRM to HubSpot?
Automations, reports, dashboards and permissions, Future occurrences of recurring activities and Email archives in Zimbra format. Plan to rebuild or retire these.
How long does a Redtail CRM to HubSpot migration take?
Small (<10k contacts): 1-3 weeks. Mid (10k-50k contacts): 3-8 weeks. Large (50k+ contacts, multi-adviser): 8-16 weeks. These are planning estimates, not a quote.
What access do I need to export from Redtail CRM?
API access/credentials from Redtail; read-only OAuth scope is possible per Milemarker. Database backup request sits under Admins Only in account management.
Is there a native HubSpot connector for Redtail CRM?
No native connector was found. Plan a CSV, API or third-party tool route.
What compliance issues apply when moving Redtail CRM data?
Check: Financial/wealth client data, Compliance-relevant advisor notes and Possible minors in family records. Agree consent, retention and access rules before exporting.
Moving Redtail CRM into HubSpot?
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