HawkSoft to HubSpot
Insurance agency management system with a Windows desktop app and a mobile browser view. It covers client and policy data, trust accounting and commissions, and carrier downloads.
HawkSoft data can move into HubSpot, landing mainly in Sales Hub. 1 of 7 mapped objects move directly (Clients / customers (people and businesses)); 3 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 HawkSoft
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
<5k clients
Export and import of contacts and deals.
Mid migration
5k-50k clients
Adds household modelling and activity notes.
Large migration
>50k clients, multi-office
Adds a partner sync, document handling and compliance review.
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 HawkSoft: what you need to get in, what lands in HubSpot, and what will not.
Partner API (REST/JSON, vetted partners and agencies only, not an open API)
Approved API Partner credentials, plus the agency's opt-in to share data. Agency ID comes from the GET Agencies endpoint.
An agency admin must subscribe the vendor and approve data sharing in the License Management Portal.
Choose your route
How will you move the data?
No native connector was found.
- You need: Approved API Partner credentials, plus the agency's opt-in to share data. Agency ID comes from the GET Agencies endpoint.
- Permission: An agency admin must subscribe the vendor and approve data sharing in the License Management Portal.
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.
- On-demand data export from the desktop app (vendor-stated, format not documented in sources)
- Reports exportable to Excel
- Partner API read of client and policy data
- Spreadsheet or database import of clients into HawkSoft (inbound only)
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 HawkSoft
In HubSpot
Hover or tap anything on the left to see where it lands.
| Source object | In HubSpot | Moves | Notes |
|---|---|---|---|
| Clients / customers (people and businesses) | Contacts | yes | Move via export or Partner API. Person versus business records need rules for which become Contacts and which Companies. |
| Business clients | Companies | partial | Derive from commercial client records. Field mapping is not documented in sources. |
| Leads / prospects and sales pipeline | Deals | partial | HawkSoft has sales pipeline management. Leads can be imported into HawkSoft. The export path for pipeline data is unconfirmed. |
| Log notes / activity history | Notes | partial | The API supports logs and attachments, but the partner read scope for history is not confirmed. Bulk replay would be custom work. |
| Suspenses (dated task reminders) | Tasks | manual | Suspenses are created via the writable API. Whether they can be read or exported in bulk is unconfirmed. |
| Policy documents and attachments | Files | manual | Documents are stored at policy level. Keep them in the system of record, or link them. |
| Policies | Custom objects | partial | Per the scope note, policy administration stays in specialist systems. Optionally sync summary fields such as expiration dates. |
What to expect
Built into HawkSoft as a regulated accounting function. Keep it in HawkSoft or a specialist system.
HawkSoft-specific carrier integrations with no HubSpot equivalent.
Not documented in sources; the analyst scope names households, so this needs design.
Only the data moves; HawkSoft automation does not carry over.
The API is limited to vetted partners, so agencies typically use exports or a certified partner.
Confirm access with HawkSoft support, and plan for an export-based migration.
Use only vendors whose terms protect agency data. Limit and log access.
Archive HawkSoft logs and documents, and keep HawkSoft read-only if needed.
Dedupe before import and keep the HawkSoft client ID as a custom property.
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 vendor and partner-API pages confirm the product, a gated Partner API, and on-demand export. Export formats, field-level object mapping and HubSpot-side connector details are not backed by docs, so they rest on category-level knowledge.
Sources
Related migrations
Frequently asked questions
How do I migrate HawkSoft to HubSpot?
1. Confirm with HawkSoft support which export formats and Partner API access your agency can use. 2. Decide which objects stay in HawkSoft (policies, trust accounting, commissions) and which move. 3. Audit client, lead and producer records and flag duplicates. 4. Create a custom property for the HawkSoft client ID.
What data can move from HawkSoft to HubSpot?
These objects move directly: Clients / customers (people and businesses). Check the mapping table for partial and manual items.
What does not move from HawkSoft to HubSpot?
Trust accounting and commission records and Carrier download and Real Time connections. Plan to rebuild or retire these.
How long does a HawkSoft to HubSpot migration take?
Small (<5k clients): 2-4 weeks. Mid (5k-50k clients): 4-8 weeks. Large (>50k clients, multi-office): 8-16 weeks. These are planning estimates, not a quote.
What access do I need to export from HawkSoft?
Approved API Partner credentials, plus the agency's opt-in to share data. Agency ID comes from the GET Agencies endpoint. An agency admin must subscribe the vendor and approve data sharing in the License Management Portal.
What compliance issues apply when moving HawkSoft data?
Check: Insurance policy and claims data, Financial and trust account data and Possible health information in life and health lines. Agree consent, retention and access rules before exporting.
Moving HawkSoft into HubSpot?
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