Aptean Saratoga CRM to HubSpot
Long-running configurable CRM (30 years as of 2016) with rich, thin and mobile clients. It runs on a customer-chosen database and is sold for on-premise or SaaS use.
Aptean Saratoga CRM data can move into HubSpot, landing mainly in Sales Hub. 2 of 6 mapped objects move directly (Contacts and Companies/Accounts); 3 items need manual work and 2 do not move. Plan roughly 4-6 weeks for a small move and 14-24 weeks for a large one.
Migration checklist for Aptean Saratoga CRM
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
<50k
Mid migration
50k-500k
Large migration
>500k
Includes custom schema and ERP integration.
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 Aptean Saratoga CRM: what you need to get in, what lands in HubSpot, and what will not.
Likely read access to the underlying database or an admin Saratoga login. This is not confirmed by public docs.
Choose your route
How will you move the data?
No native connector was found.
- You need: Likely read access to the underlying database or an admin Saratoga login. This is not confirmed by public docs.
- 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.
- Export to Excel or Word from the application
- Report output and data export for analysis elsewhere
- Direct query of the open database (SQL Server, Oracle, Sybase or DB2) on self-hosted installs
- Saratoga CRM Integration Wizard (low-code mapping and sync tool, per a third-party listing)
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: 14-24 weeks, usually phased.
Talk to a partnerWhere each object lands
In Aptean Saratoga CRM
In HubSpot
Hover or tap anything on the left to see where it lands.
| Source object | In HubSpot | Moves | Notes |
|---|---|---|---|
| Contacts | Contacts | yes | Export via Excel or SQL, then import by CSV. Schema is customer-configurable, so field mapping must be confirmed. |
| Companies/Accounts | Companies | yes | Same export path. Keep source IDs for association mapping. |
| Opportunities/Deals | Deals | partial | Pipelines and stages must be recreated in HubSpot first. The source object name is unconfirmed. |
| Activities (notes, calls, tasks, emails) | Notes, Calls, Emails, Meetings, Tasks | partial | Export coverage is unverified. Check each activity table and its joins. |
| Users/owners | Contacts (owner property) | manual | Map users to HubSpot users by email. |
| Documents/attachments | Files | manual | The CRM stores documents in its database. Extraction and re-association need a script. |
What to expect
Saratoga's configuration has no HubSpot equivalent, so these must be rebuilt as HubSpot workflows.
HubSpot roles and teams must be configured separately.
Saratoga's saved reports, dataviews and dashboards do not transfer.
Re-point email logging to the HubSpot Sales extension.
Aptean ERP links need a replacement integration if the ERP stays in use.
Produce a data dictionary and test association exports early.
Use database extracts and confirm with Aptean or the hosting team.
Audit activity counts against source tables.
Confirm the version and hosting before planning.
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.
Vendor pages confirm Excel/Word export, an open database design and an integration wizard. They give no public API docs, limits, or object schema. Object mapping and the checklist rest on category-level knowledge of database-backed CRMs.
Sources
Related migrations
Frequently asked questions
How do I migrate Aptean Saratoga CRM to HubSpot?
1. Confirm Saratoga version and hosting (on-premise, SaaS or mobile). 2. Get the database schema and a data dictionary from the DBA. 3. Inventory custom tables, fields and joined records. 4. List workflows, reports, dataviews and permission levels to rebuild.
What data can move from Aptean Saratoga CRM to HubSpot?
These objects move directly: Contacts and Companies/Accounts. Check the mapping table for partial and manual items.
What does not move from Aptean Saratoga CRM to HubSpot?
Workflows, business rules and screen/app designs and Permission levels and security model. Plan to rebuild or retire these.
How long does a Aptean Saratoga CRM to HubSpot migration take?
Small (<50k): 4-6 weeks. Mid (50k-500k): 8-12 weeks. Large (>500k): 14-24 weeks. These are planning estimates, not a quote.
What access do I need to export from Aptean Saratoga CRM?
Likely read access to the underlying database or an admin Saratoga login. This is not confirmed by public docs.
Is there a native HubSpot connector for Aptean Saratoga CRM?
No native connector was found. Plan a CSV, API or third-party tool route.
What compliance issues apply when moving Aptean Saratoga CRM data?
Check: Possible financial or insurance data (industry mix includes insurance and energy). Agree consent, retention and access rules before exporting.
Moving Aptean Saratoga CRM into HubSpot?
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