Val Stepanova
By:  Val Stepanova

Published: November 23, 2023

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Last Updated: November 23, 2023

NetSuite to HubSpot Migration Checklist: Comprehensive Guide for a Smooth Transition

In this article

Contact Database, Workflows, Sales Funnels

  1. Contact Data Sync
  • Obtain a complete list of contact fields currently used in NetSuite.
  • Determine the volume of contacts to be migrated.
  • Identify any special character or data format issues in NetSuite contacts.
  • Confirm the mapping of NetSuite contact fields to HubSpot fields.
  • Establish a process for handling duplicate contacts.
  • Plan for a test sync with a limited data set before full migration.
  1. Custom Data and Fields in HubSpot
  • List all custom fields currently in use in NetSuite.
  • Determine the purpose and usage of each custom field.
  • Map each NetSuite custom field to an equivalent or new custom field in HubSpot.
  • Identify any NetSuite fields with no direct equivalent in HubSpot and plan for custom solutions.
  • Confirm data types and limitations for custom fields in HubSpot.
  1. Understanding Current Sales Funnel in NetSuite
  • Document each stage of the sales funnel in NetSuite.
  • Understand the criteria or actions that trigger movement between stages.
  • Identify any automation or manual processes involved in the sales funnel.
  • Plan for replicating or optimizing the sales funnel in HubSpot.
  1. Workflows in NetSuite
  • Catalog all active workflows in NetSuite.
  • Understand the triggers, conditions, and actions of each workflow.
  • Determine the purpose and effectiveness of each workflow.
  • Plan for replicating or redefining workflows in HubSpot.
  1. Evaluating Current System Performance
  • Identify what is working well in the current NetSuite setup.
  • Discuss pain points or limitations experienced in NetSuite.
  • Gather feedback on desired improvements or changes during the migration.
  • Assess any integration needs with other systems or platforms.
  1. Additional Considerations
  • Review any existing documentation on NetSuite configurations and usage.
  • Discuss data security and compliance requirements during migration.
  • Plan for user training and adaptation to HubSpot.
  • Establish a timeline and milestones for the migration project.
  • Determine a strategy for ongoing support and maintenance post-migration.

Integrations

  1. Identify Current Integrations in NetSuite
  • List all third-party applications and services integrated with NetSuite.
  • Understand the purpose and functionality of each integration.
  • Determine the data flow and dependencies between NetSuite and these integrations.
  1. Assess Integration Compatibility with HubSpot
  • Research each third-party service to confirm compatibility with HubSpot.
  • Identify any HubSpot native integrations or need for custom API integrations.
  • Evaluate the need for middleware or integration platforms to bridge gaps.
  1. Plan for Data Synchronization and Workflow Integrations
  • Define the data synchronization requirements between HubSpot and integrated systems.
  • Plan for the replication or reconfiguration of integrated workflows in HubSpot.
  • Ensure that data integrity is maintained across all integrated systems.
  1. Testing and Validation of Integrations
  • Develop a testing plan for each integration to ensure functionality and data accuracy.
  • Schedule phased testing, starting with non-critical integrations.
  • Validate the performance and reliability of integrations under different scenarios.
  1. Documentation and Training
  • Prepare documentation outlining the details and processes of each integration.
  • Train the team on managing and troubleshooting integrated systems.
  • Establish a protocol for monitoring and maintaining integrations post-migration.
  1. Future-Proofing and Scalability
  • Consider the scalability of integrations for future business growth.
  • Evaluate the flexibility of integrations for potential changes or additions.
  • Plan for regular reviews and updates to integrations as part of ongoing system maintenance.

Additional migration action items

  1. Data Cleaning and Quality Assurance
  • Assess the quality of existing data in NetSuite.
  • Plan for data cleaning and deduplication before migration.
  • Establish protocols for maintaining data quality in HubSpot.
  1. User Access and Permissions
  • Map user roles and permissions from NetSuite to HubSpot.
  • Define access levels for different teams or departments in HubSpot.
  • Plan for the transition of user accounts and access rights.
  1. Reporting and Analytics
  • Review current reporting structures and analytics in NetSuite.
  • Determine how these reports will be replicated or improved in HubSpot.
  • Plan for the migration of historical data to maintain report continuity.
  1. Change Management and Training
  • Develop a change management strategy to assist users in adapting to HubSpot.
  • Plan comprehensive training sessions for different user groups.
  • Prepare support materials and resources for post-migration.
  1. Post-Migration Support and Optimization
  • Establish a support plan for addressing post-migration issues.
  • Schedule regular check-ins to optimize and adjust HubSpot configurations.
  • Plan for ongoing training and updates as HubSpot evolves.
  1. Budget and Resource Allocation
  • Outline the budget for the migration project.
  • Allocate resources, including personnel and technology, for the migration.
  • Plan for potential additional costs related to customization or integration development.
  1. Compliance and Data Security
  • Ensure that the migration complies with relevant data protection regulations.
  • Plan for the secure transfer of sensitive data.
  • Establish data security protocols in HubSpot.

This checklist will help in addressing all the critical aspects of the Netsuite to HubSpot migration process, ensuring that the transition to HubSpot is as seamless and effective as possible.