RealNex to HubSpot
RealNex KRM is a commercial real estate CRM. It tracks contacts, owners, properties, deals and pipeline, with desktop and online versions.
RealNex data can move into HubSpot, landing mainly in Sales Hub. 2 of 8 mapped objects move directly (Contacts and Companies); 4 items need manual work and 3 do not move. Plan roughly 2-4 weeks for a small move and 8-16 weeks for a large one.
Migration checklist for RealNex
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/properties
Excel export and import.
Mid migration
10k-100k records
Custom objects and activity history.
Large migration
>100k records
API-driven, with multiple teams and compliance boundaries.
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 RealNex: what you need to get in, what lands in HubSpot, and what will not.
REST API (Swagger-documented)
A per-user API token generated in Settings > Administration > User Management.
API access must first be enabled through a RealNex support request. Export buttons require the 'Export data' permission, which only the account admin can grant.
Choose your route
How will you move the data?
No native connector was found.
- You need: A per-user API token generated in Settings > Administration > User Management.
- Permission: API access must first be enabled through a RealNex support request. Export buttons require the 'Export data' permission, which only the account admin can grant.
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.
- Excel (.xlsx) export from list views via the Output button, with RealNex internal Record IDs included
- Export of Properties, Contacts, Companies, Sales and Lease Comparables, Spaces, plus Dashboard tables (Events, History, Leads, Projects)
- Export of a saved view's fields, limited to selected records or the current query
- REST API pulls
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 RealNex
In HubSpot
Hover or tap anything on the left to see where it lands.
| Source object | In HubSpot | Moves | Notes |
|---|---|---|---|
| Contacts | Contacts | yes | Export to Excel/CSV, then import into HubSpot. Keep the RealNex Record ID as a custom property. |
| Companies | Companies | yes | Exportable table. Association to contacts must be rebuilt from exported keys. |
| Projects / Deals | Deals | partial | Projects are exposed as a Dashboard table. Stage and pipeline mapping needs design. |
| Leads | Contacts | partial | Exportable Dashboard table. Map to Contacts with a lead status property. |
| Properties | Custom objects | partial | Exportable. HubSpot has no native property object, so a custom object is needed (Enterprise). |
| Spaces / Sale and Lease Comps | Custom objects | partial | Exportable tables that need custom objects. |
| History / Events | Notes | partial | History and Events export as list rows. They can be loaded as Notes, Calls, Meetings or Tasks via import or API, with associations rebuilt. |
| Viewings | Meetings | manual | No dedicated viewings object was found. Tours likely sit in Events or History. |
What to expect
Excel export covers table fields only. File export was not documented.
These are RealNex-specific analytics with no HubSpot equivalent.
They must be recreated in HubSpot.
HubSpot has no native equivalents.
Flat Excel exports do not carry relationships unless the key fields are included.
Views are RealNex-specific.
RealNex syncs email and calendar itself, so HubSpot needs its own inbox connection.
Add all fields to the view before export, and check row counts against the source.
Have the account admin enable 'Export data' and 'Export others' records' before extraction.
Request API enablement early and throttle calls.
Confirm the system of record and freeze edits before the final export.
Confirm the HubSpot tier supports custom objects.
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 and API access are backed by RealNex help docs. No HubSpot-side doc or native connector was found, and object-level field mapping and rate limits are not documented. HubSpot mapping rests on category-level knowledge. The scope note's residential terms (buyers, sellers, viewings) do not match RealNex, which is a commercial real estate (CRE) CRM.
Sources
Related migrations
Frequently asked questions
How do I migrate RealNex to HubSpot?
1. Ask the admin to grant 'Export data' and 'Export others' records' permissions. 2. Request API enablement from RealNex support if API extraction is planned. 3. Confirm whether the desktop or online database is the system of record. 4. Inventory the Contacts, Companies, Properties, Spaces, Comps, Leads, Projects, Events and History tables.
What data can move from RealNex to HubSpot?
These objects move directly: Contacts and Companies. Check the mapping table for partial and manual items.
What does not move from RealNex to HubSpot?
Attached files and documents, RealNex Insights/AI analyses and MarketEdge models and User permissions and team structure. Plan to rebuild or retire these.
How long does a RealNex to HubSpot migration take?
Small (<10k contacts/properties): 2-4 weeks. Mid (10k-100k records): 4-8 weeks. Large (>100k records): 8-16 weeks. These are planning estimates, not a quote.
What access do I need to export from RealNex?
A per-user API token generated in Settings > Administration > User Management. API access must first be enabled through a RealNex support request. Export buttons require the 'Export data' permission, which only the account admin can grant.
What compliance issues apply when moving RealNex data?
Check: Possible financial data on deals and rent rolls, Owner personal data and Confirm MLS and listing data licence terms before reuse. Agree consent, retention and access rules before exporting.
Moving RealNex into HubSpot?
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