VanillaSoft to HubSpot
Sales engagement platform with a built-in auto dialer, lead routing and workflows, used for inside-sales, insurance and fundraising teams.
VanillaSoft data can move into HubSpot, landing mainly in Sales Hub. 1 of 7 mapped objects move directly (Contacts (including custom fields)); 4 items need manual work and 2 do not move. Plan roughly 2-4 weeks for a small move and 8-16 weeks for a large one.
Migration checklist for VanillaSoft
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
up to 25k contacts, 1-2 projects
CSV-led migration with a basic workflow rebuild.
Mid migration
25k-250k contacts, several projects
Includes call history load and routing rebuild.
Large migration
250k+ contacts, many projects, large call history
Needs custom scripts, a recordings archive and a phased cutover.
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 VanillaSoft: what you need to get in, what lands in HubSpot, and what will not.
XML/JSON web posts (outgoing and incoming web leads) plus project/user API integration keys; no full public REST data-extract API confirmed
Admin login to the VanillaSoft project and an API integration key
Administrator role for Export Contacts and Audio Review exports
Choose your route
How will you move the data?
No native connector was found.
- You need: Admin login to the VanillaSoft project and an API integration key
- Permission: Administrator role for Export Contacts and Audio Review exports
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.
- Admin CSV export of all contacts with last call info
- CSV export of complete call history keyed by Contact ID
- CSV export of contacts with summarized call history in one field
- Export Contact Changes
- Bulk call recording export by email (recordings kept 90 days)
- Outgoing Web Leads (XML, Form POST or JSON) triggered by result codes
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: 8-16 weeks, usually phased.
Talk to a partnerWhere each object lands
In VanillaSoft
In HubSpot
Hover or tap anything on the left to see where it lands.
| Source object | In HubSpot | Moves | Notes |
|---|---|---|---|
| Contacts (including custom fields) | Contacts | yes | The admin CSV is a complete backup of contacts per project, so import it to HubSpot by CSV. |
| Call history | Calls | partial | The full-history export contains Contact IDs but no names or addresses. Re-associate the calls to contacts by matching IDs, and load them through the HubSpot API or import. |
| Company / account fields | Companies | manual | VanillaSoft is contact-centric, so company data sits as contact fields and companies need deriving from those columns. |
| Opportunities / sales results | Deals | manual | No deal or pipeline export is documented. Rebuild from result codes or from a connected CRM. |
| Callbacks and appointments | Tasks | manual | These show up as result actions and call history rows. Map them to Tasks or Meetings by hand. |
| Call recordings | Files | manual | Recordings arrive as a bulk email download. Attaching them to Calls needs custom work. |
| Users / owners | Contacts | manual | No user export is documented. Recreate the users in HubSpot and map the owner field by value. |
What to expect
These are platform configuration with no documented export, so they must be rebuilt in HubSpot.
No export of report definitions is documented.
VanillaSoft is built around prioritised queues and routing.
The full-history export is separate from the contact fields.
The VanillaSoft auto dialer has no equivalent migration path.
No role export is documented.
Run the bulk Export Recordings before cutover and archive the files.
Run both the contact export and the complete call history export, and join them on Contact ID.
Audit the export columns early and derive the associations in a staging sheet.
Export every project and dedupe in staging.
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.
Contact and call-history CSV export, call recording export and the integration key and web-lead mechanisms are backed by vendor docs. Deals, companies, owners and pipelines mapping, rate limits and certifications could not be confirmed. Those rest on category-level knowledge.
Sources
Related migrations
Frequently asked questions
How do I migrate VanillaSoft to HubSpot?
1. Confirm Admin access to every VanillaSoft project. 2. Inventory projects, custom fields and result codes. 3. Export recordings first because of the 90-day retention. 4. Run a test Export Contacts file and check the columns for company, owner and consent fields.
What data can move from VanillaSoft to HubSpot?
These objects move directly: Contacts (including custom fields). Check the mapping table for partial and manual items.
What does not move from VanillaSoft to HubSpot?
Workflows, routing rules, scripts and result-code logic and Reports and dashboards. Plan to rebuild or retire these.
How long does a VanillaSoft to HubSpot migration take?
Small (up to 25k contacts, 1-2 projects): 2-4 weeks. Mid (25k-250k contacts, several projects): 4-8 weeks. Large (250k+ contacts, many projects, large call history): 8-16 weeks. These are planning estimates, not a quote.
What access do I need to export from VanillaSoft?
Admin login to the VanillaSoft project and an API integration key Administrator role for Export Contacts and Audio Review exports
What compliance issues apply when moving VanillaSoft data?
Check: Call recordings may need consent under two-party consent laws, Telemarketing do-not-call compliance data and Insurance and fundraising users may hold financial or donor data. Agree consent, retention and access rules before exporting.
Moving VanillaSoft into HubSpot?
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