--- title: How to Prepare Your Company for HubSpot Implementation description: Learn how to prepare your data, processes and teams for HubSpot implementation while reducing the risk of duplicates, lost history and disruption. image: https://www.beans-united.ro/hubfs/HS1.png --- [Skip to content](https://www.beans-united.ro/en/blog/how-to-prepare-your-company-for-hubspot-implementation#main-content) [![Beans United](https://www.beans-united.ro/hubfs/logo-beans-white.svg)](https://www.beans-united.ro/en?hsLang=en) How we can help [Who we work with](https://www.beans-united.ro/en/who-we-work-with?hsLang=en) Who we are Case Studies Resources [Contact](https://www.beans-united.ro/en/contact?hsLang=en) [Get a demo](https://www.beans-united.ro/en/contact?hsLang=en) [RO](https://www.beans-united.ro/blog/cum-te-pregatesti-pentru-implementarea-hubspot) [EN](https://www.beans-united.ro/en/blog/how-to-prepare-your-company-for-hubspot-implementation) SERVICES [HubSpot CRM](https://www.beans-united.ro/hubspot-crm-en?hsLang=en) [HubSpot Services](https://www.beans-united.ro/en/hubspot-services?hsLang=en) [CRM digitalization funds](https://www.beans-united.ro/en/hubspot-crm-digitalization-funding?hsLang=en) [HubSpot Trainings](https://www.beans-united.ro/en/hubspot-corporate-trainings?hsLang=en) [FullFunnel Growth™ Program](https://www.beans-united.ro/full-funnel-growth-program?hsLang=en) [AEO – Leads from AI Search](https://www.beans-united.ro/en/aeo-ai-search-visibility?hsLang=en) B2B INBOUND MARKETING ### We accelerate B2B growth with HubSpot & AI Discover a scalable marketing and sales growth system built over 12+ years, with dozens of happy clients. 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A well-prepared HubSpot implementation starts before the data import. You need to know what information you want to keep, how it is organised in the current system, what relationships exist between the data, and which processes need to work in HubSpot from the first stage.     ## Analyse your data before migration Before moving information into HubSpot, take stock of what exists in your current CRM or systems: contacts, companies, deals, tickets, custom properties and associated activities. Not all data accumulated over time necessarily needs to be transferred. Abandoned fields, values that are no longer used or duplicate information can complicate migration and later clutter the new CRM. Decide what information is needed for current activity, what history should be preserved and what data can be archived separately. HubSpot Smart Transfer, available for compatible applications, includes an audit stage before the transfer and can help you identify how the data and fields in your existing system correspond to the structure in HubSpot. ## Define how information will be mapped in HubSpot A contact, company or deal from the current CRM needs to reach the right object and properties in HubSpot. That is why the correspondence between fields in the two systems should be defined before the import. For example, which HubSpot property will store the company’s industry, the stage of a deal, the owner or custom information used by the team. It is also important to preserve the relationships between records. HubSpot allows you to import multiple types of information and associate them, such as contacts with companies or deals, when the files contain the required identifiers. ## Decide which history needs to be transferred The concern about losing history is especially relevant when the current CRM contains years of conversations and commercial activity. That is why history should be defined before migration. It may include contact and company data, deals, tickets, calls, meetings, notes or tasks, depending on the system you are transferring from and the method used. HubSpot can import both records and certain types of activities and can preserve associations between them. However, there are differences between the types of data that can be created through import and those that can later be updated. For example, existing emails, meetings, notes and tasks cannot later be updated through an import. For this reason, before migration, you should define exactly which history needs to be available in HubSpot and how it will be transferred. ## Remove duplicates before import A database with duplicates does not become simpler just because it is moved into a new CRM. HubSpot uses unique identifiers to recognise existing records and avoid creating additional ones. For contacts, the email address can be used, while for companies, the company domain can be used. Record ID or custom properties with unique values can also be used for other types of information. Preparing the files and choosing the right identifiers are also important for associations. If these identifiers are missing, the import may create duplicate records instead of linking the information to the existing record. Removing duplicates before migration reduces the amount of clean-up required after launch and gives you a database that is easier to manage. ## Keep a copy of your data before migration Before the transfer, keep an export of the information from the existing system. This gives you a reference point for checking the data after import and can be useful if you later need to compare transferred values or records. After implementation, HubSpot also offers CRM data backup features, depending on the contract. The backup includes records and property values, but it does not include every type of activity and association, so it is best treated as one part of your data protection strategy rather than a complete copy of the entire portal. ## Plan the transition between the old system and HubSpot The implementation should also establish when teams will start working effectively in HubSpot. For compatible applications, HubSpot Data Sync allows one-way or two-way synchronisation between HubSpot and the connected system. After the initial sync, changes and new records are checked periodically and transferred according to the configured rules. Smart Transfer can be used, depending on the source system, to audit data, prepare the portal, synchronise records and transfer information that cannot be brought over through sync. The right method depends on the CRM you are migrating from and the processes that need to remain active during the transition. What matters is that teams know when work continues in the old system, when HubSpot starts being used and who checks the data before the migration is completed. ## Test processes before the entire team starts working in HubSpot Data migration is only one part of the implementation. Before launch, check whether leads are reaching the right place, whether associations between contacts, companies and deals are correct, whether pipelines reflect the sales process and whether automations are triggered under the agreed conditions. Also test users’ day-to-day activities: creating a contact or deal, the handoff between marketing and sales, updating a record and reporting. This allows issues to be identified before HubSpot becomes the system used in daily activity. ## Beans United recommendation Based on our experience at Beans United, a HubSpot implementation starts with data and processes, not with the import itself. Before migration, we recommend defining what information needs to be preserved, how it will be mapped in HubSpot, which duplicates need to be removed, which integrations are required and how the transition from the current system will take place. As a **HubSpot Diamond Partner**, Beans United can help you audit your existing processes and data, configure HubSpot CRM, migrate and map data, set up integrations and automations, and prepare your teams to use the platform. [![\BOOK A FREE HUBSPOT DEMO\](https://no-cache.hubspot.com/cta/default/362704/interactive-218098466485.png)](https://www.beans-united.ro/hs/cta/wi/redirect?encryptedPayload=AVxigLKYwy0TXJzvEUkSEShACHxQpFn0dt79iPkqWVRcWvatcmB7PUOS16Qo8%2F8Qoi1ERAxt8MUKhUvQdG5c31ZPe9HcO0IQnAcPQD27bTclVHFM7%2Bh4XICzX2uWIBUUTIfOO502QVbRhkYnWExc573zpsB%2FmAJlHvzejP6jUVyWSJ4frfaEByWhop2HJ9FoX6SURT2Fdir90aPWOe6%2FE4evyg%3D%3D&webInteractiveContentId=218098466485&portalId=362704&hsLang=en) ## Frequently asked questions about HubSpot implementation **Will I lose my customer history when moving to HubSpot?** There is no universal answer, as it depends on the source system, the types of information and the migration method. Before the transfer, you should define what history is required and which data can be imported or synchronised with HubSpot. **How can I avoid duplicates when migrating to HubSpot?** Prepare and clean your data before the import and use unique identifiers. HubSpot can use email addresses for contacts, company domains for companies and Record ID or properties with unique values for other records. **Do I need to move all the data from my old CRM?** No. Migration is a good opportunity to remove unnecessary information and keep in HubSpot the data that supports current processes and the history your teams need. **Does company activity need to stop during migration?** There is no single method that applies to every implementation. Depending on the source system, imports, Smart Transfer or Data Sync can be used, and the transition should be planned so teams know which system they should work in at each stage. 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