Before You Start
Migration sounds scary, but it's really just four steps: export, import, reconnect, and test. Most teams complete it in 2-3 days of actual work.
Here's what you'll need:
- Admin access to your HubSpot account
- A DreamFlow account (free trial works fine)
- A few hours of focused time
Step 1: Export Your HubSpot Data
Contacts
- Go to HubSpot → Contacts → All Contacts
- Select All → Export → choose CSV format
- Include all properties you actively use (name, email, phone, company, lifecycle stage, custom properties)
Deals / Pipeline
- Go to Sales → Deals
- Export all deals with associated contact data
- Note your pipeline stages — you'll recreate these in DreamFlow
Email Templates
HubSpot doesn't have a one-click template export. For each template you want to keep:
- Open the template in the email editor
- Copy the content (or screenshot the design)
- You'll recreate these in DreamFlow's block editor
Lists and Segments
- Export each active list as a CSV
- Note the filter criteria for smart lists — you'll recreate these as segments in DreamFlow
Step 2: Set Up DreamFlow
Account Configuration
- Add your team members and set roles
- Connect your domain for email sending
- Set up your email authentication (SPF, DKIM, DMARC) — DreamFlow walks you through this
Pipeline Setup
- Go to CRM → Pipelines
- Create your pipeline stages to match HubSpot (or take this opportunity to simplify)
- Set up deal properties and required fields
Import Contacts
- Go to Contacts → Import
- Upload your HubSpot CSV
- Map columns to DreamFlow fields — the importer auto-detects most standard fields
- Set default tags or segments during import
Import Deals
- Upload your deals CSV
- Map to pipeline stages
- Associate deals with imported contacts (matched by email)
Step 3: Reconnect Your Channels
- Connect your Gmail or Outlook inbox via OAuth
- DreamFlow syncs your inbox bidirectionally — new emails with contacts appear automatically
- Set up your sending domain if you haven't already
Phone
- Choose or port your phone number in DreamFlow
- If porting from another VoIP provider, submit the port request (takes 1-2 business days)
- Set up call routing, voicemail greeting, and business hours
Live Chat
- Install the DreamFlow chat widget on your website (single script tag)
- Configure your welcome message and AI auto-reply settings
- Remove the old HubSpot chat widget
Forms
- Recreate your key forms in DreamFlow's form builder
- Embed them on your website or use DreamFlow's hosted pages
- Remove old HubSpot forms
Step 4: Rebuild Automations
This is the most time-consuming step, but also the most rewarding — you'll likely simplify your automations significantly.
Common Automations to Recreate
- Welcome sequence: New contact → wait 1 day → send welcome email → wait 3 days → send follow-up
- Lead scoring: Page visit +5 points, email open +2 points, form submit +10 points
- Deal stage notifications: Deal moves to "Proposal Sent" → notify team → schedule follow-up task
- Re-engagement: No activity in 30 days → send re-engagement email
DreamFlow's automation builder is more visual and simpler than HubSpot's workflows. Most HubSpot automations can be recreated in 5-10 minutes each.
Step 5: Test Everything
Before going live:
- [ ] Send test emails from your connected inbox
- [ ] Make a test phone call
- [ ] Submit a test form
- [ ] Trigger each automation manually
- [ ] Verify contact data imported correctly
- [ ] Check that deals are in the right pipeline stages
- [ ] Test your chat widget on your website
Common Migration Gotchas
Email History
DreamFlow syncs your inbox going forward. Historical email threads from HubSpot won't appear in DreamFlow's timeline. Your email provider (Gmail/Outlook) still has the full history.
HubSpot Tracking Code
Remove the HubSpot tracking code from your website after migration. Leaving it causes unnecessary page load and may track data you no longer use.
Active Sequences
If you have contacts mid-sequence in HubSpot, let those sequences complete before migrating, or manually move those contacts into equivalent DreamFlow sequences.
Custom Properties
Map your HubSpot custom properties to DreamFlow custom fields before import. Any unmapped properties will be lost.
Timeline
| Task | Time |
|---|---|
| Export from HubSpot | 1-2 hours |
| Set up DreamFlow | 1-2 hours |
| Import contacts + deals | 1-2 hours |
| Reconnect channels | 2-3 hours |
| Rebuild automations | 3-5 hours |
| Testing | 2-3 hours |
| Total | 10-17 hours |
Most teams spread this across 3-5 business days, running both platforms in parallel for a week before fully cutting over.
Need Help?
DreamFlow Scale and Agency plans include migration assistance. Book a call with our team and we'll handle the heavy lifting — data import, automation setup, and channel configuration.