SmartOffice by Ebix to HubSpot
Cloud CRM and agency management system for insurance agents, financial advisors and broker-dealers.
SmartOffice by Ebix data can move into HubSpot, landing mainly in Sales Hub. 1 of 6 mapped objects move directly (Contacts (prospects, clients, advisers, referral partners)); 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 SmartOffice by Ebix
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 contacts
CSV-based.
Mid migration
10k-100k contacts
Households and deals.
Large migration
>100k contacts
Vendor extract 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 SmartOffice by Ebix: what you need to get in, what lands in HubSpot, and what will not.
SmartOffice user login with the Data Export right.
The Data Export user right is needed for Export List, filters and Dynamic Reports. Admins can mark fields Do Not Export.
Choose your route
How will you move the data?
No native connector was found.
- You need: SmartOffice user login with the Data Export right.
- Permission: The Data Export user right is needed for Export List, filters and Dynamic Reports. Admins can mark fields Do Not 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.
- Export List feature across record lists
- Export of filters and Dynamic Reports
- Office Export Log records export operations
- Partner-specific exports (eMoney, Morningstar, Advicent)
- Ebix CRM can be contacted for bulk or extract services
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 SmartOffice by Ebix
In HubSpot
Hover or tap anything on the left to see where it lands.
| Source object | In HubSpot | Moves | Notes |
|---|---|---|---|
| Contacts (prospects, clients, advisers, referral partners) | Contacts | yes | Export List CSV; use a contact type field to separate roles. |
| Households / businesses | Companies | partial | Households are likely better as a custom object or a Company type; the mapping is an analyst judgement. |
| Opportunities / pending cases | Deals | partial | Export through Dynamic Reports; policy-level detail stays in the policy system. |
| Activities and tasks | Tasks | partial | Activity history is exportable only through reports; the format is unverified. |
| Policies and investment accounts | Custom objects | manual | Keep these in the specialist systems; push summary fields only if needed. |
| Documents | Files | manual | SmartOffice has document storage; no bulk export route was found. |
What to expect
Out of scope by the analyst boundary; these belong in specialist systems.
Admin field-level control blocks export of these fields.
Contact-to-contact and household structures need a designed model.
SmartOffice workflow automation does not carry over.
No bulk export path was found.
Exclude policy and account numbers and sensitive fields from the migration.
The admin reviews field-level controls and user rights before extracting.
Ask Ebix CRM support about bulk extract options.
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 (Export List, Dynamic Reports, admin export controls) are backed by vendor docs. No public API or HubSpot connector was found, and the object mapping rests on category-level knowledge.
Sources
Related migrations
Frequently asked questions
How do I migrate SmartOffice by Ebix to HubSpot?
1. Confirm an admin and a user with the Data Export right. 2. Review Field-Level Control for Do Not Export fields. 3. Inventory contact types, custom fields and households. 4. Ask Ebix CRM support about bulk extract and API options.
What data can move from SmartOffice by Ebix to HubSpot?
These objects move directly: Contacts (prospects, clients, advisers, referral partners). Check the mapping table for partial and manual items.
What does not move from SmartOffice by Ebix to HubSpot?
Policy administration, underwriting, commission and portfolio data and Fields flagged Do Not Export. Plan to rebuild or retire these.
How long does a SmartOffice by Ebix to HubSpot migration take?
Small (<10k contacts): 2-4 weeks. Mid (10k-100k contacts): 4-8 weeks. Large (>100k contacts): 8-16 weeks. These are planning estimates, not a quote.
What access do I need to export from SmartOffice by Ebix?
SmartOffice user login with the Data Export right. The Data Export user right is needed for Export List, filters and Dynamic Reports. Admins can mark fields Do Not Export.
What compliance issues apply when moving SmartOffice by Ebix data?
Check: Financial, Insurance, Possible health data (disability, medical, LTC cases) and Minors/dependents. Agree consent, retention and access rules before exporting.
Moving SmartOffice by Ebix into HubSpot?
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