Question
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Expert knowledge for digital decisions
How to Switch from Salesforce or HubSpot to a Custom Solution?
Short answer
Through the data export of the existing system, in steps and with parallel operation. Technically, the export is usually unproblematic – both providers offer it. The challenging aspects are the automations, connected tools, and custom fields that have developed over the years.
What is Easy
The pure data export. Contacts, companies, opportunities, activities, and notes can be extracted in structured form.
What Requires Effort
Automations. Workflows, triggers, and notifications built over years. They are undocumented and only become apparent when they are missing.
Connected Tools. Newsletters, website forms, appointment booking, support – each of these points to the old system.
Custom Fields. Developed over years, many of which are unused. Before the move, check which ones are actually filled.
Reports. Need to be rebuilt.
The Procedure
- Inventory, especially of automations and connections
- Decluttering – which fields and workflows does anyone really need?
- Test import into the new environment
- Parallel operation, for at least one month
- Switching the connected tools
- Keep the old system in read-only mode until the cancellation period expires
What You Should Clarify in Advance
- Cancellation periods. Annual contracts often have notice periods; switching in the middle of the year can be costly.
- Data export in the contract. Check the extent and duration for which an export is possible after the contract ends.
- Attachments. Files are often not included with the standard export and require a separate method.
The last point is frequently overlooked and only becomes apparent after the shutdown.
Key facts
- Easy
- The data export itself
- Requires Effort
- Automations and connected tools
- Frequently Overlooked
- File attachments and cancellation periods