Fat Free CRM to HubSpot
Open source Ruby on Rails CRM with lead and campaign management, contacts, accounts, opportunities and tasks, self-hosted and extensible via plugins.
Fat Free CRM data can move into HubSpot, landing mainly in Sales Hub. 2 of 8 mapped objects move directly (Contacts and Accounts); 4 items need manual work and 3 do not move. Plan roughly 1-3 weeks for a small move and 6-12 weeks for a large one.
Migration checklist for Fat Free 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
<10k records
CSV-driven.
Mid migration
10k-100k
Scripted SQL export and association files.
Large migration
>100k with heavy activity history
Customised forks, API-based activity loading.
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 Fat Free CRM: what you need to get in, what lands in HubSpot, and what will not.
Server or database access to the Fat Free CRM host. HubSpot import permissions or a private app token for the destination.
Fat Free CRM admin plus host or DB access. HubSpot import permissions.
Choose your route
How will you move the data?
No native connector was found.
- You need: Server or database access to the Fat Free CRM host. HubSpot import permissions or a private app token for the destination.
- Permission: Fat Free CRM admin plus host or DB access. HubSpot import permissions.
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.
- Direct database dump or SQL query per table to CSV
- Rails console / ActiveRecord script export
- In-app list exports (unverified; confirm in your version)
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: 6-12 weeks, usually phased.
Talk to a partnerWhere each object lands
In Fat Free 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 to CSV and import with Email as the unique key. |
| Accounts | Companies | yes | Companies are keyed on domain name, which Fat Free CRM accounts may lack, so derive or add one. |
| Opportunities | Deals | partial | Stages must be mapped to a HubSpot pipeline. Associations need a shared key in the import files. |
| Tasks | Tasks | partial | Activities import separately from records, in their own CSV tied to records. |
| Comments/notes | Notes | partial | Comments are exported from the database and imported as a notes file with associations. |
| Leads | Contacts | partial | Leads have no HubSpot equivalent. Import as Contacts with a lifecycle stage or lead status. |
| Campaigns | Custom objects | manual | Rebuild as a campaign or custom property, or a custom object. |
| Users | Contacts | manual | Users become HubSpot users and owners, created manually. They are not imported as records. |
What to expect
Lives in app code or plugins, not exportable data. Rebuild as HubSpot workflows.
Fat Free CRM's permission model has no HubSpot equivalent and must be rebuilt.
Reports must be rebuilt as HubSpot dashboards.
Check that every table (tasks, comments, emails, join tables) is covered in your export.
Assigned-to user IDs must be matched to HubSpot owners.
Custom field plugins add columns that need property definitions first.
HubSpot multi-file imports need shared keys, and a three-object association may need a single combined file.
Include a shared key for each pair and spot-check after import.
Dedupe and add a domain or other unique key before import.
Inspect the actual schema before mapping.
Plan separate activity imports.
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 HubSpot import path are documented. I found no vendor docs on Fat Free CRM export formats, a REST API or rate limits. Those sections rest on category-level knowledge of a self-hosted Rails app with direct database access.
Sources
Related migrations
Frequently asked questions
How do I migrate Fat Free CRM to HubSpot?
1. Check your Fat Free CRM version and fork against the gem releases (latest 0.24.3). 2. Back up the PostgreSQL/MySQL/SQLite database and list all tables, including custom-field columns. 3. Export users and map them to HubSpot owners. 4. Define the HubSpot pipeline stages that match Fat Free CRM opportunity stages.
What data can move from Fat Free CRM to HubSpot?
These objects move directly: Contacts and Accounts. Check the mapping table for partial and manual items.
What does not move from Fat Free CRM to HubSpot?
Automation and workflow logic, Permissions and roles and Saved reports and views. Plan to rebuild or retire these.
How long does a Fat Free CRM to HubSpot migration take?
Small (<10k records): 1-3 weeks. Mid (10k-100k): 3-6 weeks. Large (>100k with heavy activity history): 6-12 weeks. These are planning estimates, not a quote.
What access do I need to export from Fat Free CRM?
Server or database access to the Fat Free CRM host. HubSpot import permissions or a private app token for the destination. Fat Free CRM admin plus host or DB access. HubSpot import permissions.
Is there a native HubSpot connector for Fat Free CRM?
No native connector was found. Plan a CSV, API or third-party tool route.
What compliance issues apply when moving Fat Free CRM data?
Check: Check free-text notes for health or financial data and Check for minors' data in cross-industry use. Agree consent, retention and access rules before exporting.
Moving Fat Free CRM into HubSpot?
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