Workbooks CRM to HubSpot
Cloud CRM for mid-sized companies covering marketing, sales pipeline, quotes, orders and invoicing in one platform.
Workbooks CRM data can move into HubSpot, landing mainly in Sales Hub. 3 of 6 mapped objects move directly (People (contacts), Organisations and Opportunities); 4 items need manual work and 3 do not move. Plan roughly 2-4 weeks for a small move and 10-20 weeks for a large one.
Migration checklist for Workbooks CRM
Three phases, specific to this system. Tick steps off as you go.
Before
0 of 6 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 records
CSV export, standard objects.
Mid migration
25k-250k records
API extraction of activities and several workflows.
Large migration
250k+ records
SQL dump transformation, custom objects, many Processes.
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 Workbooks CRM: what you need to get in, what lands in HubSpot, and what will not.
JSON over HTTPS web services API (metadata-driven) with client libraries in PHP, C#, Java, Ruby and VBA
An API key created under Start > Configuration > Automation > API Keys, tied to an Access-as user. It needs an expiry date and at least one permitted IP address.
API Access capability plus the relevant Export and View capabilities. The Database Export capability is needed for the SQL export, and a full-access user is needed to get all data.
No rate limits were found. The API handles up to 100 records per call, with _start/_limit used for paging.
Choose your route
How will you move the data?
No native connector was found.
- You need: An API key created under Start > Configuration > Automation > API Keys, tied to an Access-as user. It needs an expiry date and at least one permitted IP address.
- Permission: API Access capability plus the relevant Export and View capabilities. The Database Export capability is needed for the SQL export, and a full-access user is needed to get all data.
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.
- Grid export to CSV or Excel (XML spreadsheet) per record type
- Report export to CSV or Excel, including an API-key report URL ending in .csv
- Full database export in SQL format (Start > Configuration > Database > Export Database)
- API extraction via the $workbooks assertGet scripts or the external API
- Automated export via SFTP/FTP processes
Limits: No rate limits were found. The API handles up to 100 records per call, with _start/_limit used for paging.
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: 10-20 weeks, usually phased.
Talk to a partnerWhere each object lands
In Workbooks CRM
In HubSpot
Hover or tap anything on the left to see where it lands.
| Source object | In HubSpot | Moves | Notes |
|---|---|---|---|
| People (contacts) | Contacts | yes | Exportable via CSV or API. Person class is Private::Crm::Person. HubSpot mapping is analyst judgement. |
| Organisations | Companies | yes | Export via CSV or API. Person-to-organisation links need an ID column in the export. |
| Opportunities | Deals | yes | Export via CSV or API. Pipeline stages need to be rebuilt in HubSpot first. |
| Activities (tasks, calls, emails, notes) | Notes | partial | Export coverage and associations are unverified. Audit per activity type, and use the SQL dump as a fallback. |
| Users/owners | Contacts | manual | Owners map to HubSpot users and need user-ID translation. Owner values come through export columns. |
| Leads, cases, quotes, orders, invoices | Tickets | partial | Cases map to Tickets. Quotes, orders and invoices have no verified route and may need Custom objects or Line items. |
What to expect
These are PHP scripts that run in the Process Engine and must be rebuilt as HubSpot workflows.
These are configured per database and have no import path into HubSpot.
Reports export as data only, not as definitions HubSpot can import.
The logic lives in Workbooks scripts and Processes.
Workbooks uses capabilities and groups.
Report definitions do not transfer.
Custom fields are visible in the API reference metadata for each record type.
Run the export as a full-access user or the Automation User, then reconcile record counts.
Audit each activity type, and compare the SQL dump against grid exports.
Allowlist the migration host IP and set the expiry beyond the cutover date.
Use the amount and currency-code columns in the HubSpot mapping.
Run exports from the browser version.
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.
Export paths (CSV/Excel, SQL database export) and API/auth are backed by Workbooks docs. Object mapping to HubSpot, activity/association export coverage, rate limits, residency and certifications were not verified, so those rest on category-level knowledge.
Sources
Related migrations
Frequently asked questions
How do I migrate Workbooks CRM to HubSpot?
1. Inventory record types and custom fields using Configuration > Automation > API Reference. 2. Grant the Export capability for each record type, or the Database Export capability, to a full-access user. 3. Create an API key with API Access, Export Reports and View Reports, an expiry date and a permitted IP. 4. Take a full SQL database export as an offline backup.
What data can move from Workbooks CRM to HubSpot?
These objects move directly: People (contacts), Organisations and Opportunities. Check the mapping table for partial and manual items.
What does not move from Workbooks CRM to HubSpot?
Workbooks Processes, scripts, triggers and webhooks, Permissions, capabilities and row-level security and Report and dashboard definitions. Plan to rebuild or retire these.
How long does a Workbooks CRM to HubSpot migration take?
Small (Up to 25k records): 2-4 weeks. Mid (25k-250k records): 4-10 weeks. Large (250k+ records): 10-20 weeks. These are planning estimates, not a quote.
What access do I need to export from Workbooks CRM?
An API key created under Start > Configuration > Automation > API Keys, tied to an Access-as user. It needs an expiry date and at least one permitted IP address. API Access capability plus the relevant Export and View capabilities. The Database Export capability is needed for the SQL export, and a full-access user is needed to get all data.
What compliance issues apply when moving Workbooks CRM data?
Check: Possible financial data (invoices, orders) and Cross-industry use, so check for health or minors' data. Agree consent, retention and access rules before exporting.
Moving Workbooks CRM into HubSpot?
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