The hard part of this move is not the export. It is the difference in how the two systems think. HubSpot works in contact records; Microsoft Dynamics 365 works in account and contact records. Get that mapping wrong and every report built on it afterwards is wrong too. This page covers the field map, what does not survive, what it costs, and the reconciliation step that decides whether anyone trusts Microsoft Dynamics 365 in month two.
The two systems, side by side
| HubSpot | Microsoft Dynamics 365 | |
|---|---|---|
| Primary record | Contact | Account and Contact |
| Grouping | Company associations | Account hierarchy and connections |
| Activity history | Engagements: notes, calls, emails, meetings | Activities: tasks, appointments, emails and phone calls |
| Documents | Attachments on records, plus the file manager | Notes, attachments, or SharePoint integration |
| Getting data out | CSV export per object and a well-documented API. | Dataverse export tooling and the Web API. |
| Who administers it | None, though marketing usually owns it. | A named Dynamics administrator. |
| Pricing | Free tier through enterprise seats. | Per-user platform licensing plus build. |
What breaks
- HubSpot works in contact records and Microsoft Dynamics 365 works in account and contact records. That is a re-modelling exercise, and it is the first decision, not a mapping detail.
- Grouping changes: Company associations becomes Account hierarchy and connections. Somebody has to define what a group means in the target before load.
- Activity history moves with partial fidelity. HubSpot stores it as engagements: notes, calls, emails, meetings; Microsoft Dynamics 365 expects activities: tasks, appointments, emails and phone calls.
- The target needs a Dynamics administrator, and option sets have to be defined before records can land.
- Automations, reports, dashboards and permissions never transfer. Budget them as build work.
- Every connected system has to be repointed and retested: the DMS, billing, e-signature and the shared inbox.
Known hazards on each side
Leaving HubSpot:
- Associations between contacts, companies and deals are what carry structure, and flat exports lose them.
- Marketing email and workflow history does not migrate to a vertical system.
- Property names drift over time because anyone can create them.
Arriving in Microsoft Dynamics 365:
- Option sets and lookups need translating rather than copying.
- SharePoint-linked documents are references, not files, so document migration is a separate project.
- Plugins and Power Automate flows hold logic no export represents.
The field map
| Concept | In HubSpot | In Microsoft Dynamics 365 | What to watch |
|---|---|---|---|
| Primary record | Contact | Account and Contact | Different shape. Decide the mapping before any data moves. |
| Grouping | Company associations | Account hierarchy and connections | The target groups records differently, so grouping is created rather than copied. |
| Activity history | Engagements: notes, calls, emails, meetings | Activities: tasks, appointments, emails and phone calls | Expect partial fidelity. Types, timestamps and authorship survive; structure often does not. |
| Documents | Attachments on records, plus the file manager | Notes, attachments, or SharePoint integration | Usually a separate extract and load from the record data. |
| Owner and assignment | Assigned user or advisor fields | Assigned user or team fields | Map departed staff explicitly. Records assigned to nobody disappear from every view. |
| Custom fields | Firm-specific fields added over time | Created to match, or consciously dropped | The audit here is the work. Undocumented fields that reports depend on are the usual surprise. |
Cost and timeline
| Phase | Typical range |
|---|---|
| Data audit and cleanup | $3,000 to $25,000 |
| Migration execution | $5,000 to $50,000 |
| Target implementation | Three to six months with outside help |
| Ongoing administration | $2,500 to $9,000 a month if unowned internally |
Note the third and fourth rows. Moving to Microsoft Dynamics 365 means acquiring an administration requirement, and that cost recurs long after the migration closes. See before you hire a Salesforce developer for how to split that work between a person and an agent.
The five phases
- Audit HubSpot. Count records per object, find duplicates and orphans, and decide what does not come with you. Get that decision signed off before mapping.
- Map against real records. Use the table above as the starting point, then walk fifty live records field by field.
- Dry run into a Microsoft Dynamics 365 sandbox. Load the full set, not a sample. Sample loads hide the failures that only appear at volume.
- Cut over on a quiet window. Freeze writes in HubSpot, load, repoint every integration, unfreeze. Keep HubSpot read-only for at least a quarter.
- Reconcile. Compare Microsoft Dynamics 365 to HubSpot record by record and field by field, and produce a variance report.
The full version of this plan, with the failure evidence behind it, is in the CRM migration playbook.
The compliance clause
The Advisers Act books-and-records rule (17 CFR 275.204-2) survives the migration. A household that lands without its history is a records gap, not a cosmetic issue. Keep the field map, the variance report and the mapping sign-offs with the records, because the decisions you made in phase two are part of the record too.
Where Caddi fits
Caddi does the mechanical half and then keeps doing it. Show it the task once and it reads HubSpot, applies your field map, loads Microsoft Dynamics 365, and then compares both sides record by record and hands back a variance report you can act on. Because it runs over APIs across your stack, the same agent covers the parts a migration tool ignores: documents filed to the right account and contact with the right metadata, and the post-cutover hygiene that otherwise becomes someone's Monday.
Caddi automation for these systems: HubSpot.
Related migrations
- Clio Grow to HubSpot
- Clio Manage to HubSpot
- Filevine to HubSpot
- HubSpot to Clio Grow
- HubSpot to Clio Manage
- HubSpot to Filevine
Migration without the manual pass
Move and reconcile HubSpot into Microsoft Dynamics 365
Caddi reads HubSpot, applies your field map, loads Microsoft Dynamics 365, then compares both sides record by record and reports the variances.
Frequently asked questions
How do you migrate from HubSpot to Microsoft Dynamics 365?
Audit the HubSpot data first, then map fields against fifty real records rather than against the schema, dry run the full set into a Microsoft Dynamics 365 sandbox, cut over on a quiet window with writes frozen, and reconcile record by record afterwards. CSV export per object and a well-documented API. Microsoft Dynamics 365 then needs the records loaded in dependency order, with documents as a separate pass.
What does not transfer from HubSpot to Microsoft Dynamics 365?
HubSpot works in contact records and Microsoft Dynamics 365 works in account and contact records. That is a re-modelling exercise, and it is the first decision, not a mapping detail. Grouping changes: Company associations becomes Account hierarchy and connections. Somebody has to define what a group means in the target before load. Activity history moves with partial fidelity. HubSpot stores it as engagements: notes, calls, emails, meetings; Microsoft Dynamics 365 expects activities: tasks, appointments, emails and phone calls.
How long does a HubSpot to Microsoft Dynamics 365 migration take?
Six to twelve weeks is realistic for a clean mid-size move, and three to six months where Microsoft Dynamics 365 is being implemented at the same time. Firms with years of history in HubSpot should budget several weeks of cleanup before any data moves.
Who administers Microsoft Dynamics 365 afterwards?
A named Dynamics administrator. Name that person before you sign, because an unowned org drifts and the reporting advantage you bought disappears.
What are the compliance implications for advisory firms?
The Advisers Act books-and-records rule (17 CFR 275.204-2) survives the migration. A gap in client history is a finding, so keep the field map, the variance report and the sign-offs where an examiner can find them.