About the Client

The client, a software technology company, needed to migrate large volumes of structured CRM data and file attachments from Salesforce to HubSpot without disrupting day-to-day business operations. Beyond migration, they required workflow automation to improve lead distribution and renewal tracking. RT Labs was engaged to design and implement a reliable data migration and automation framework that ensured accuracy, continuity, and long-term operational scalability.

Challenge

The migration involved both technical complexity and operational risk:
  • Attachment Migration Complexity: Salesforce files needed to be transferred and mapped correctly to new HubSpot records.
  • Zero Downtime Requirement: Business teams had to continue working during the migration.
  • Manual Lead Operations: Lead assignment and renewals were handled manually, slowing response times.
  • Data Structure Differences: Salesforce and HubSpot schemas required careful transformation.
  • Limited Data Visibility: Inconsistent field organization reduced reporting quality.
Without automation and validation, the migration could lead to data loss, workflow disruption, and reduced sales productivity.

Solution

RT Labs implemented a custom migration and automation pipeline designed for accuracy, traceability, and scale.

Key Deliverables:

  • Automated Attachment Migration Engine: Developed custom scripts to extract Salesforce attachments, transform metadata, and associate them correctly inside HubSpot.
  • Data Mapping & Validation Layer: Ensured all records, relationships, and properties were transformed accurately between systems.
  • Workflow Automation Setup: Built automated pipelines for:
    • Renewal deal notifications
    • Round-robin lead assignment
    • Sales pipeline stage transitions
  • Custom Data Presentation Models: Designed structured property groupings to improve data visibility and reporting consistency.
  • Operational Monitoring: Implemented logging and validation checks to ensure migration integrity and traceability.
This approach allowed the client to modernize their CRM foundation while improving internal automation.

Impact

  • 80% reduction in manual effort for attachment migration
  • 60% automation of lead distribution workflows
  • 75% improvement in CRM data organization and usability
  • Fully automated renewal tracking and notifications
  • Faster CRM adoption with minimal business disruption

Results

With RT Labs’ data engineering and automation framework, the client achieved:
  • Complete and accurate migration of CRM records and attachments
  • Automated lead and renewal workflows
  • Improved reporting and data consistency
  • Reduced operational overhead
  • A scalable CRM data architecture ready for future integrations
The project transformed CRM migration from a one-time technical task into a long-term operational upgrade. Modernize your data workflows with confidence. RT Labs helps technology teams migrate, automate, and scale business systems with secure, production-ready data engineering solutions. Talk to Our Our Data Engineering Team →