What is HubSpot Smart Transfer?
HubSpot Smart Transfer is HubSpot's built-in tool for a one-way move of CRM data from another app into HubSpot. It audits the source, creates matching properties and pipelines, syncs records, moves leftover data in a one-time transfer and helps you clean up afterwards. A transfer can be reverted. Only Super Admins can run it.
This HubSpot Smart Transfer guide is for the person who owns the portal and is deciding whether to run the migration themselves. It covers what the tool does well, where it stops, and when a partner earns their fee. The comparison of DIY, HubSpot onboarding and a partner is on our HubSpot migration services page.
Which CRMs and apps does Smart Transfer support?
Thirteen apps when we checked HubSpot's documentation in October 2026: Pipedrive, Zoho CRM, Dynamics 365, ActiveCampaign, Copper, Mailchimp, Keap, Salesforce, Account Engagement (Pardot), Marketo, Zendesk, Freshdesk and Monday.com. For anything else, use HubSpot's import tool, a Marketplace migration app or a scripted migration. Check the list in your portal.
What does Smart Transfer move, and what does it leave behind?
It syncs standard objects such as contacts, companies, deals, activities, notes, products and users. Data the sync cannot handle, such as attachments, moves in a one-time transfer that never updates. Custom objects are not supported, some Salesforce field types are not supported, and custom field mappings need a Data Hub subscription.
| Source | Kept in sync | One-time transfer only | Watch for |
|---|---|---|---|
| Salesforce | Accounts, contacts, person accounts, leads, opportunities, cases, tasks, events, notes, email messages, users | Attachments, campaign lists | Some field types are not supported, including encrypted, reference and calculated fields. Do not run it alongside the Salesforce integration |
| Pipedrive | People, organizations, deals, activities, notes, products, currencies, users | Attachments, deal participants, products on deals, organization relationships | Syncing activities needs Data Hub; logged emails are not synced |
| Zoho CRM | Leads, contacts, accounts, deals, meetings, calls, tasks, notes, products, invoices, users, currencies | Attachments, notes, deal line items | Custom modules are not supported |
| Dynamics 365 | Contacts, leads, accounts, opportunities, cases, invoices, sales orders, products, activities | Products on opportunities | Check record types and custom entities first |
The full mapping for every app is in HubSpot's supported apps documentation. Our Pipedrive and Zoho guides go through each source in detail.
What do you need before you run Smart Transfer?
Super Admin access in HubSpot and the permissions the source app asks for. Data Hub if you need custom field mappings or Pipedrive activities. And a decision that the old system is being retired: the transfer runs one way, and HubSpot advises against combining it with its Salesforce integration.
- A list of the objects and fields you actually use, so you can switch off the rest. Our data migration mapping sheet is built for this.
- A deduplication pass on the source, because every duplicate you move brings its own activities and owner. See the deduplication playbook.
- Owners set up as HubSpot users first, so records land with the right person.
How does a Smart Transfer run, step by step?
In HubSpot, go to Data Management > Data Integration, click Transfer data and choose the app. Then audit, configure, sync, run the optional one-time transfer, mark empty properties and clean up. Configuring creates backfill workflows, for example for create and close dates. The sync keeps running in the background after the first pass.
- 01 AuditReview what the source holds
- 02 ConfigureObjects, mappings and backfill workflows
- 03 SyncStandard objects, kept in sync
- 04 One-time transferAttachments and other leftovers
- 05 Clean upMark empty properties, check records
If you want to check mappings or filter records before anything moves, turn off automatic syncing during setup. Then test on a small set and compare record counts with the source before the full run.
When is the HubSpot import tool the better choice?
When your source is not supported, when you need custom objects, or when you want to clean and transform the data in a spreadsheet first. The import tool takes .csv, .xlsx or .xls files and can import several objects with their associations at once. It cannot update existing emails, meetings, notes or tasks, so plan activity history carefully.
When we checked in October 2026, paid plans allowed files of up to 512 MB and 1,048,576 rows, with fewer than 1,000 columns. Whichever tool you use, store the source system's record ID on every HubSpot record, so later imports can match what is already there.
What does HubSpot's paid onboarding cover for a migration?
HubSpot's Advanced and Premier onboarding, aimed at Enterprise customers, listed "additional technical advisory for data or website migrations" over 120 days when we checked in October 2026. That is advice, delivered remotely, rather than someone running the migration for you. Ask your HubSpot rep exactly what your package includes.
For complex migrations, HubSpot's own services page points customers to its Solutions Partners. How HubSpot onboarding and a partner differ is covered in HubSpot onboarding vs a partner.
When is a partner-led migration worth it?
When the move involves decisions Smart Transfer does not make for you: custom objects or modules, field mappings without Data Hub, automation and reports to rebuild, integrations to reconnect, or a structure that needs redesigning. A partner can still use Smart Transfer where it fits, and adds mapping, deduplication, testing and cutover around it.
Smart Transfer is probably enough if all of these are true
Bring in help if any of these is true
- Custom objects, Salesforce record types or unsupported field types.
- Duplicates have to be resolved before the move.
- Workflows, reports and integrations must work on day one.
- More than one source system, or several teams sharing one portal.
Not sure Smart Transfer covers it? We will look at your source system and tell you honestly whether the tool is enough.
Key takeaway: Smart Transfer handles standard objects from supported CRMs well. Custom objects, missing Data Hub, automation and integrations are where a migration needs more than the tool.
Frequently asked questions
Is HubSpot Smart Transfer free?
When we checked HubSpot's documentation in October 2026, Smart Transfer was listed for all products and plans, with no separate fee. Custom field mappings needed a Data Hub subscription, and so did syncing Pipedrive activities.
Does Smart Transfer move custom objects?
No. HubSpot's documentation says custom objects are not supported, which also rules out Zoho custom modules. Move them with the import tool, a Marketplace migration app or the API, after you have decided whether you still need them.
Can you undo a Smart Transfer?
Yes. Reverting a transfer deletes the properties, pipelines, workflows and records the transfer created. It cannot remove records that came in through a standard data sync connection, so check what else is connected before you rely on it.
Can you keep using Salesforce after a Smart Transfer?
HubSpot recommends its Salesforce integration instead if both systems stay in use. The two tools match records differently, so running both creates duplicates. Smart Transfer is designed for moving off a system, not living alongside it.
Do attachments stay in sync after the transfer?
No. Attachments, and a few other items per app, move in a one-time transfer that does not update afterwards. Anything added to the old system after that transfer has to be moved separately or left behind.
Sources
HubSpot documentation behind the feature and tier notes above, checked October 2026. HubSpot changes features and tiers often, so check your own portal too.