Insightly CRM to HubSpot
CRM and project management platform for small and mid-sized businesses. It covers contacts, organizations, leads, opportunities, projects and custom objects.
Insightly CRM data can move into HubSpot, landing mainly in Sales Hub. 3 of 10 mapped objects move directly (Contacts, Organizations and Opportunities); 4 items need manual work and 2 do not move. Plan roughly 1-2 weeks for a small move and 6-12 weeks for a large one.
Migration checklist for Insightly CRM
Three phases, specific to this system. Tick steps off as you go.
Before
0 of 5 doneDuring
0 of 6 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 import of core objects.
Mid migration
10k-100k records
API or tool for activities and associations.
Large migration
>100k records
Custom objects, many links, heavy automation rebuild.
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 Insightly CRM: what you need to get in, what lands in HubSpot, and what will not.
REST API v3.1 (JSON, pod-specific host)
Per-user API key and pod from User Settings > API
Each key is scoped to its user's permissions, so use an Administrator's key for a full export.
Choose your route
How will you move the data?
HubSpot offers an integration for importing records from Insightly CRM.
- You need: Per-user API key and pod from User Settings > API
- Permission: Each key is scoped to its user's permissions, so use an Administrator's key for a full export.
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.
- CSV export of records from the Insightly UI
- REST API v3.1 extraction
- Third-party migration tools (Trujay, SuprSwitch, Switch)
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 Insightly CRM
In HubSpot
Hover or tap anything on the left to see where it lands.
| Source object | In HubSpot | Moves | Notes |
|---|---|---|---|
| Contacts | Contacts | yes | CSV import works. The native sync matches on email, so records without a valid email may not sync. |
| Organizations | Companies | yes | The native sync matches on company name and domain. |
| Opportunities | Deals | yes | Pipelines and stages must be built in HubSpot first. |
| Leads | Contacts | partial | HubSpot has no separate Leads object, so this mapping is my own choice. Decide whether to use lifecycle stage or the Leads object. |
| Notes, tasks, events, emails | Notes | partial | The native sync and CSV import do not carry activities. Use the API or a third-party tool, and migrate Tasks, Calls, Meetings and Emails the same way. |
| Projects | Custom objects | partial | One vendor suggests mapping Projects to Deals or a custom object. Custom objects need HubSpot Enterprise. |
| Custom objects | Custom objects | partial | They sync to HubSpot custom objects, which require Enterprise. |
| Links (record relationships) | Associations | manual | CSV imports ignore links, so they must be rebuilt through the API or a tool. |
| Attachments | Files | manual | They do not move through the native sync. |
| Users | Contacts | manual | HubSpot users and owners must be created and mapped to Insightly owners. Insightly users appear at /Users in the API. |
What to expect
These are not covered by the sources I found, so I treat them as rebuilt rather than moved.
The native sync and the standard HubSpot import do not carry engagements.
These are configuration, not data, so the migration tools do not carry them.
The portal should be fully configured before data arrives.
They are not covered by the native sync.
CSV imports ignore links.
Migrate records and activities in one pass, or keep the Insightly IDs as a cross-reference property.
Rebuild them through the API with an ID map.
Deduplicate in Insightly before the move.
Confirm HubSpot tier before scoping.
Back off using the Retry-After header.
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.
API type, auth and the HubSpot migration paths are supported by secondary sources and community or third-party guides. I did not open Insightly's own help centre or HubSpot's official docs. Rate limits, export coverage for activities and links, and the certification and residency details are unverified.
Sources
Related migrations
Frequently asked questions
How do I migrate Insightly CRM to HubSpot?
1. Create an Administrator API key under User Settings > API and note the pod. 2. Inventory objects, including leads, projects, custom objects, links and attachments, using the Insightly v3.1 API. 3. Deduplicate contacts and organizations, since email is the match key. 4. Build HubSpot custom properties, pipelines and users to match Insightly fields and pipeline stages.
What data can move from Insightly CRM to HubSpot?
These objects move directly: Contacts, Organizations and Opportunities. Check the mapping table for partial and manual items.
What does not move from Insightly CRM to HubSpot?
Insightly workflow automations and Activity history via native sync or CSV. Plan to rebuild or retire these.
How long does a Insightly CRM to HubSpot migration take?
Small (<10k records): 1-2 weeks. Mid (10k-100k records): 3-6 weeks. Large (>100k records): 6-12 weeks. These are planning estimates, not a quote.
What access do I need to export from Insightly CRM?
Per-user API key and pod from User Settings > API Each key is scoped to its user's permissions, so use an Administrator's key for a full export.
Is there a native HubSpot connector for Insightly CRM?
Yes. Confirm the supported objects in discovery.
What compliance issues apply when moving Insightly CRM data?
Check: Possible health or financial data in notes and custom fields, depending on how the customer uses the CRM. Agree consent, retention and access rules before exporting.
Moving Insightly CRM into HubSpot?
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