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Infusionsoft (aka Keap) is a great CRM for new-born businesses. It provides the basic features such as automated emails, contact management, company management, etc., which are the Oxygen for a business in its initial stages. Infusionsoft's pricing is also small-business friendly.
But as the business grows, companies look for a tool that can handle complex requirements with simplicity. HubSpot easily fills the gap. Though HubSpot is quite expensive, it's UI/UX, coupled with the additional features it provides (which are limited or absent in Infusionsoft) makes it worth every penny spent.
It's quite evident that the ease of use makes most businesses using Infusionsoft to switch to HubSpot, as their businesses grow.
However, the migration from Infusionsoft to HubSpot is a nightmare for many businesses despite the availability of some third-party tools to cater to this need. In this blog post, we're going to simplify the migration for you, with 10 simple steps.
If you'd like to use this guide for the Infusionsoft to HubSpot migration, it's highly recommended to follow the steps in the same order.
BTW, we're not going to share any automated tool/way for the migration. Though there are tools to migrate your contact/company records (and probably deals too), but they solve only a part of the puzzle. The steps like creating emails , forms, and landing pages, converting the Infusionsoft Campaigns into HubSpot workflows, etc., requires a manual effort mandatorily!
With that said, let's take a look at the 10 migration steps.
Connect your website domain to HubSpot
Invite the Sales and Marketing folks to HubSpot
Create custom properties and objects
Setup the deal pipelines and stages
Create the products
Convert Infusionsoft tags to HubSpot lists
Create emails, forms, and landing pages
Convert Infusionsoft campaigns to HubSpot workflows
Don't forget the external integrations
Records migration
Now let's jump into the details for each step!
Step 1: Connect your website domain to HubSpot
Your business's journey with HubSpot begins with connecting your website domain hosting account to HubSpot.
This may seem to be a technical step. But if you have the credentials to your web hosting solution (say GoDaddy, Cloudflare, etc.,) the steps to connect your domain to HubSpot are easy, and real quick!
Connecting an email domain is mandatory at this stage. It's also recommended to create and connect a sub-domain for landing pages and blogs if your website is already built on a third-party CMS such as Wordpress.
Are you wondering "What if I don't have the domain credentials?". Well, you'll need to approach the person who has the credentials for help.
Step 2: Invite the Sales and Marketing folks to HubSpot
Once you've connected the domain, the next step is to send the invite from HubSpot to your sales and marketing folks to join your HubSpot account.
In HubSpot, you can create Teams and add your users to the appropriate Teams. You can also add the privileges for each user based on their role.
Here are the steps to create and manage teams, adding users to HubSpot, and managing the user privileges. HubSpot also provides two-factor authentication, if your company's security policies demand it!
Once you send the invite, please ensure the Sales and Marketing folks accept the invite before you reach the Step 5
Step 3: Create custom properties and objects
While your sales or marketing folks are accepting the invite, you can spend the time on analyzing the fields you use in Infusionsoft. Then take a paper, and map those fields to the appropriate properties in HubSpot.
Now gather the fields that doesn't have a mapping to HubSpot properties. For these fields, you'll need to create custom properties or custom objects. The contacts, companies and deals fields are critical. So you can start with them.
On top of custom fields to existing objects, you can also add a new object (similar to contacts, companies - say Licenses, Orders, etc.,) based on your HubSpot plan.
Oh BTW, here are the step-by-step guides to add custom properties or custom objects in HubSpot.
Step 4: Setup the deal pipelines and stages
Your Infusionsoft Opportunities must be converted into HubSpot Deals. You can create custom pipelines for deals and define the deal stages for each pipeline based on your needs.
Defining the Deal Pipelines and Stages in this step will help with a smooth Opportunities migration at Step 10.
Here are the steps to setup Deal Pipelines in HubSpot.
Step 5: Create the products
Your Infusionsoft Products directly translate into HubSpot products. You can define the product price, description, cost, SKUs in HubSpot, similar to how they are in Infusionsoft.
Here are the steps to create Products in HubSpot.
Step 6: Convert Infusionsoft tags to HubSpot lists
HubSpot doesn't have a tagging feature, unlike Infusionsoft which breathes tags! So we can use HubSpot's lists feature as an equivalent to Infusionsoft's tags feature.
So you need to create HubSpot lists for each of your Infusionsoft tags. But if you have 100s or 1000s of tags in Infusionsoft, you'll need to identify the important tags required to keep the business running in HubSpot. Please be sure to leave out the junk tags!
Once you identify the critical tags, you can create them as Lists in HubSpot. There are two types of lists, Static and Active.
Static lists lets you to add or remove a contact/company to the list manually. The Active lists add or remove contacts automatically based on a condition.
An alternative approach to creating lists is to create a multi-select custom property for contacts/companies for tracking the tags. Though using lists still seems more convenient, the final call is yours, based on your specific requirement!
This is not a one-size fits all thing!
Step 7: Create emails, forms, and landing pages
The next step is to recreate your Infusionsoft assets (especially the emails, forms and landing pages) in HubSpot.
For landing pages, HubSpot makes your job easy through their Onboarding services. They create landing page templates reflecting your website theme. This saves a ton of time for you. But if you're a curious to learn what happens behind the scene, it's good to learn the HubL language.
Here are the steps to create HubSpot Emails, Forms and Landing Pages.
Step 8: Convert Infusionsoft campaigns to HubSpot workflows
It's highly recommended to start creating the workflows once you've completed the previous steps of creating the critical assets such as lists, emails, forms, and landing pages.
The reason is your workflow triggers or actions are most likely dependent on these assets. (i.e) If a landing page, form or email (or even lists) are not published, you cannot call them on a workflow.
HubSpot's Workflows are pretty much similar to Infusionsoft's Campaigns. So you've got to now translate your Infusionsoft campaigns to HubSpot workflows. Here are the steps to create and edit HubSpot workflows.
Step 9: Don't forget the external integrations
Now it's the time to think about the external integrations you currently have on your Infusionsoft account. You may be capturing the leads to Infusionsoft from your wordpress forms.
Or you may use a SaaS application such as Calendly, Stripe, or Woodpecker and integrated them using a third-party integration tool such as Zapier, Integromat, Pabbly, etc.,
You must ensure such external integrations are completed with your HubSpot account also. Alternatively, you may prefer using HubSpot's in-built integrations provided via the App Marketplace.
Step 10: Records migration
Migrating the contacts, companies and deals records from Infusionsoft to HubSpot is just the final piece of the puzzle.
For the migration, you may use a third-party tool. Or you can also use the excel export and migrate the contacts, companies and deals from Infusionsoft to HubSpot.
BONUS STEPS
The 10 steps above are essential to complete the Infusionsoft to HubSpot migration. On top of those 10, we also share some bonus steps for a more effective migration.
Create Infusionsoft data backup - As for any SaaS migration, it's good to have a data backup of the records from Infusionsoft, which you're probably planning to vacate.
Ask for Help in HubSpot - One of the coolest features in HubSpot is the Help widget at the bottom right corner. If you're stuck anywhere, you can reach the HubSpot support instantly by chat, or requesting a call or filing a ticket. Alternatively you can view the discussions or ask for help in the HubSpot Community.
Make use of HubSpot extensions - HubSpot provides extensions for many applications such as Wordpress, Outlook, Gmail, etc., You can easily install the extensions and pretty much use HubSpot from those applications as well! Installing the extensions is just a login away.
Leverage HubSpot's Features - HubSpot's features, such as Meetings, Chatbots, Sequences, tickets, Operations hub and Quotes makes life easier for the businesses! If you have them included as part of the plan you've signed up for, be sure to use them too!
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