Actionstep to HubSpot
Cloud legal practice and case management platform covering matters, contacts (participants), documents, time and billing.
Actionstep data can move into HubSpot, landing mainly in Sales Hub. 2 of 7 mapped objects move directly (Participants (contacts/clients) and Participants (organisations)); 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 Actionstep
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 participants, <2k matters
Contacts, companies and matter references only.
Mid migration
5k-50k participants, 2k-20k matters
Custom fields and intake forms rebuilt.
Large migration
>50k participants, >20k matters
Multi-office, documents, and a phased cut-over with a retained Actionstep integration.
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 Actionstep: what you need to get in, what lands in HubSpot, and what will not.
REST (JSON:API-style) with OAuth2
API access enabled by Actionstep support (scopes set at sandbox setup), a ClientId/ClientSecret, and a named non-System-Administrator user to authorize.
The API is user-centric, so it sees only what the authorizing user can see. Actionstep advises against using the System Administrator account. Integrations need prior Product Team approval.
Rate limiting was introduced from April 2024 on a per-user session basis, with org and IP constraints. Clients should handle HTTP 429 with backoff. pageSize is capped at 200 per request. Documents transfer in 5MB chunks.
Choose your route
How will you move the data?
No native connector was found.
- You need: API access enabled by Actionstep support (scopes set at sandbox setup), a ClientId/ClientSecret, and a named non-System-Administrator user to authorize.
- Permission: The API is user-centric, so it sees only what the authorizing user can see. Actionstep advises against using the System Administrator account. Integrations need prior Product Team approval.
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.
- REST API with filtering and sparse field sets
- Daily Reporting SQL Export via the reporting endpoint (enabled under Admin > Integrations; production only)
- Document download via the files endpoint
- Report/CSV exports from the UI (not verified in sources)
Limits: Rate limiting was introduced from April 2024 on a per-user session basis, with org and IP constraints. Clients should handle HTTP 429 with backoff. pageSize is capped at 200 per request. Documents transfer in 5MB chunks.
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 Actionstep
In HubSpot
Hover or tap anything on the left to see where it lands.
| Source object | In HubSpot | Moves | Notes |
|---|---|---|---|
| Participants (contacts/clients) | Contacts | yes | Individual participants map to Contacts; participant types and data fields need mapping to custom properties. |
| Participants (organisations) | Companies | yes | Organisation-type participants map to Companies. The individual-to-organisation link must be rebuilt from participant relationships. |
| Matters (actions) | Deals | partial | Matters can be loaded as Deals, or as a Custom object, as pipeline references only. Matter types and steps map to pipelines and stages by design. Case management stays in Actionstep. |
| Matter custom data fields (data collections) | Custom objects | partial | The data collection scopes and the flattened reporting table expose custom field data. Properties must be created in HubSpot first. |
| Documents | Files | partial | Downloadable via the files endpoint in 5MB chunks. Attaching them to HubSpot records is custom work. |
| Time entries, rates and billing | Line items | no | Time billing stays in Actionstep per the scope note. Rate and time data is available via the API but has no native HubSpot equivalent. |
| Tasks and notes | Tasks | manual | Not verified in the sources reviewed; assumed to need custom API extraction. |
What to expect
Retained in Actionstep by design; HubSpot is not a legal billing system.
Actionstep-specific logic with no HubSpot equivalent.
Matter-based case flow differs from sales pipeline logic.
Forms and automations are not exportable as definitions.
Custom data collections must be pre-defined in HubSpot.
Access is gated by support setup and Product Team approval.
Run a one-time bulk migration plus a delta cut-over rather than continuous two-way sync.
Migrate only the fields needed for sales and marketing, and keep matter content in Actionstep.
Use exponential backoff, run overnight in the region, and filter requests with sparse field sets.
Use a dedicated named user with broad visibility, but not the System Administrator account.
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 access, auth, limits and the reporting export are backed by Actionstep developer docs. Object-to-HubSpot mapping, UI export options, HubSpot connector status and governance rest on category-level knowledge, because no HubSpot or Actionstep export doc was reviewed.
Sources
Related migrations
Frequently asked questions
How do I migrate Actionstep to HubSpot?
1. Ask Actionstep support to enable API access and the required scopes (or 'all'). 2. Complete the Integrator Application form and obtain Product Team approval. 3. Create a dedicated non-System-Administrator API user with visibility of the needed matters and participants. 4. Enable the Reporting Data Exporter under Admin > Integrations and review the SQL export tables.
What data can move from Actionstep to HubSpot?
These objects move directly: Participants (contacts/clients) and Participants (organisations). Check the mapping table for partial and manual items.
What does not move from Actionstep to HubSpot?
Time and billing ledgers, trust accounting and Matter workflow automations, document assembly templates. Plan to rebuild or retire these.
How long does a Actionstep to HubSpot migration take?
Small (<5k participants, <2k matters): 2-4 weeks. Mid (5k-50k participants, 2k-20k matters): 4-8 weeks. Large (>50k participants, >20k matters): 8-16 weeks. These are planning estimates, not a quote.
What access do I need to export from Actionstep?
API access enabled by Actionstep support (scopes set at sandbox setup), a ClientId/ClientSecret, and a named non-System-Administrator user to authorize. The API is user-centric, so it sees only what the authorizing user can see. Actionstep advises against using the System Administrator account. Integrations need prior Product Team approval.
What compliance issues apply when moving Actionstep data?
Check: Legally privileged and confidential client information, Financial and trust account data and Possible health or minors' data depending on practice area. Agree consent, retention and access rules before exporting.
Moving Actionstep into HubSpot?
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