Pipedrive → HubSpot · SaaS payments
Volume: a two-month Pipedrive to HubSpot migration that cut admin work by 80%
A UK-based SaaS payments platform outgrew Pipedrive. We rebuilt their revenue system in HubSpot in two months, with no duplicate records carried across and forecasting the leadership team could finally rely on.
- Industry
- SaaS / payments
- Region
- United Kingdom
- Engagement
- 2-month migration
- Systems
- Pipedrive, HubSpot Sales Hub
80% less administrative workload after the move
Efficiency gain
80%
Reduction in manual admin work
Duplicates removed
100%
Deduplicated before cutover
End-to-end delivery
2 mo
Discovery to go-live
Source of truth
1
One pipeline, one definition
01
The challenge
Volume had been running on Pipedrive without governance since the company was small. It worked until it did not: nobody agreed on what a stage meant, the same company existed three times under slightly different names, and every forecast was rebuilt by hand in a spreadsheet the night before a board call.
- Deal records entered inconsistently across the sales team, with no required properties
- Duplicate companies and contacts created by imports and manual entry over several years
- Sales activity tracked manually, so pipeline movement was always days out of date
- No reliable forecast — leadership made decisions on numbers they did not trust
- Payments data lived outside the CRM, so revenue context was missing from every deal
02
What we did
We ran the migration as a single continuous engagement rather than a handover between discovery and build, which is why it closed in two months instead of the usual four to six.
- 01
Process discovery
Two weeks mapping how deals actually moved through the business, not how the old pipeline claimed they did. Every stage got an exit criterion the sales team agreed on.
- 02
HubSpot architecture
Custom objects and properties designed around payment revenue operations, with required fields at the stages where data quality actually matters.
- 03
Data migration and cleanup
Full extract from Pipedrive, deduplication and normalisation in staging, a dry run into a sandbox portal, then a reconciled production load with a record-count report signed off before cutover.
- 04
Automation and integration
Activity logging, stage automation and cross-system syncs so pipeline movement is captured as a by-product of the work instead of a separate admin task.
- 05
Enablement
Role-based training for sales and leadership, plus a written playbook so new hires onboard onto the same standard.
03
The results
- Roughly 80% less administrative time spent maintaining the CRM compared with the Pipedrive era
- Pipeline accuracy good enough that leadership stopped rebuilding forecasts by hand
- Centralised customer data with cross-system integrations feeding the deal record
- Ongoing advisory relationship with the CEO on revenue architecture decisions
The dual expertise in Pipedrive and HubSpot made the migration seamless. Our operations feel ten times leaner.
Services used
The work behind this engagement
Questions
About this kind of project
How long does a Pipedrive to HubSpot migration take?
Volume took two months from discovery to go-live, including cleanup and training. A straightforward migration with clean data can close in four to six weeks; portals with heavy customisation or multiple source systems take longer.
Did any data get lost in the move?
No. Every migration runs as a dry run into a sandbox first, followed by a reconciliation report that matches record counts and key field values between source and destination before the production cutover is signed off.
What happened to the duplicate records?
Duplicates were resolved in staging before load, not after. That means the production portal was clean on day one rather than requiring a cleanup project three months later.
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Next step
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