HubSpot
30 Jul 2026

How a B2B SaaS Company Cut CRM Costs by 45% After Moving from Salesforce to HubSpot

45%

Retired unused Salesforce licences and paid add-ons by rebuilding the full revenue process inside a single HubSpot portal.

99.8%

Successfully migrated contacts, companies, deals, activities, and custom objects from Salesforce to HubSpot with validated data integrity.

Project Overview

Project Name

Salesforce to HubSpot Migration, CRM Implementation and Integration Enablement for a B2B SaaS Organization.

Project Scope

Full CRM migration from Salesforce to HubSpot, including data cleanup, object and automation rebuild, and integrations with Stripe, Zendesk, Slack, and the client’s product usage database, along with custom dashboards and forecasting.

Industry

B2B SaaS and Software

Work Duration

14 weeks

Resource Used

1 HubSpot solutions architect
2 CRM migration specialists
1 Salesforce consultant
1 RevOps consultant
1 Integration developer
1 QA analyst

Technologies

Country

United States

Our Capabilities

CRM Migration & Data Integrity

Salesforce Data Audit
Object and Field Mapping
Data Cleanup and Deduplication
Phased Data Migration
Historical Activity Transfer
Migration QA and Validation

HubSpot Implementation

Custom Object Setup
Pipeline and Deal Stage Design
Workflow Automation Rebuild
Lead Routing and Assignment
Quote and Approval Process
Team and Permission Structure

Integration & Reporting

Third-Party App Integration
API-Based Product Data Sync
Custom Dashboard Development
Revenue Attribution Reporting
Sales Forecasting Setup
User Enablement and Training

Client Overview

The client is a mid-market B2B SaaS company that sells workflow software to enterprise buyers. They had used Salesforce for close to seven years. In that time, the platform grew into something no one fully understood.

Every new process added another custom object, another validation rule, another managed package. Sales, marketing, and customer success each worked in their own corner of the system. Nobody could explain how a lead actually moved from first touch to closed won.

The company was also paying for a long list of Salesforce add-ons, plus a separate marketing automation tool that never synced properly with the CRM. Costs kept climbing while confidence in the data kept falling.

Leadership wanted a system their team would actually use. They wanted one platform for marketing, sales, and service, with clean data and reporting they could trust. They also wanted to stop paying an external admin just to keep the lights on.

That is when they brought in TRooInbound as their CRM migration and RevOps partner.

Their Challenges

The client faced a mix of cost, process, and data problems that had built up over years.

Their Salesforce instance had become too complex to manage

The org held more than 900 custom fields, and a large share of them were empty or unused. Roughly 60 automations were running, many built by people who had already left the company.

CRM costs kept rising without matching value

Between seat licenses, sandbox environments, managed packages, and a separate marketing automation tool, spend had grown well past what the team was getting back. They were also paying a contract admin every month for basic maintenance.

Data quality had eroded to the point that reps stopped trusting it

Duplicate accounts, contacts with no owner, and closed deals with missing values were normal. Reps kept their own spreadsheets on the side, which made the CRM even less accurate over time.

Marketing and sales worked in disconnected systems

Campaign data sat in one tool and pipeline data sat in another. The sync between them broke often and failed quietly. Marketing could not prove which campaigns produced revenue, and sales did not know what a lead had already seen.

Reporting took days instead of minutes

The RevOps lead exported data every Monday and rebuilt the same reports by hand in spreadsheets. Forecasts were based on stale numbers. Leadership was making decisions on data that was already a week old.

Product usage data lived outside the CRM entirely

Customer success had no view of how accounts actually used the software. Renewal risk was spotted late, usually after the customer had already gone quiet.

Adoption was low across the sales team

The interface was slow, the layouts were cluttered, and logging an activity took too many clicks. Reps updated records only when a manager asked them to.

Our Strategies

TRooInbound treated this as a rebuild, not a copy and paste. Moving a messy system into a new platform only moves the mess.

1. The first step was a full audit of the Salesforce org

Every object, field, automation, and report was documented and marked as keep, rebuild, or retire. Around 70% of custom fields held no meaningful data and were dropped straight away.

2. Process mapping came before any data movement

Working with the sales, marketing, and customer success leads, the team drew out how a deal actually moves through the business. That process, not the old Salesforce structure, became the blueprint for the build.

3. The HubSpot data model was kept deliberately lean

Standard objects and properties were used wherever possible. Custom objects were built only where the business needed them, such as subscriptions and product licenses. This kept the portal simple and cut long-term maintenance.

4. Migration ran in phases, with validation at each step

Data moved in this order: companies, contacts, deals, activities, custom object records, then notes and attachments.
Records were cleaned, deduplicated, and mapped in a staging environment first, then reconciled against Salesforce counts before the next batch started.
The few records that did not carry across were legacy entries with no owner or activity in over four years, archived by agreement with the client.
Historical emails and calls came across in full, so reps kept complete account context.

5. Automation was rebuilt rather than ported

Of roughly 60 Salesforce Flows and Process Builder rules, only 22 were still needed. Those were rebuilt as HubSpot workflows with clear naming, documented logic, and a named owner.

6. Integrations focused on the tools teams used daily

Stripe brought billing and subscription data next to the deal record.
Zendesk gave sales and success a shared view of open tickets.
Slack pushed deal alerts and at-risk account notifications into existing channels.
A custom API sync pulled product usage data from the client’s own database into HubSpot, so customer success could see login activity, feature adoption, and account health without leaving the CRM.

7. Both systems ran in parallel for three weeks

Salesforce stayed live through handover. This caught edge cases in real conditions and gave the client confidence before switch-off.

Our Planned Solutions

Beyond the migration itself, our experts helped the client with the following:

Custom dashboards for each team: Sales leadership got pipeline coverage, stage conversion, and forecast views. Marketing got campaign attribution and lifecycle stage reporting. Customer success got renewal risk and product adoption views. All of it updates in real time.
A forecasting model built into HubSpot: Weighted pipeline, deal stage probability, and submitted forecasts replaced the old spreadsheet process completely.
Simplified record layouts: Each team sees only the properties they need on a record. Sales reps see fewer than 15 fields on a deal, down from more than 40 in Salesforce.
Lead routing and assignment rules: New leads route to the right rep automatically based on territory, company size, and source. No more manual assignment in a shared queue.
A documented admin handbook: Every workflow, integration, and custom property was documented with its purpose and owner. This removed the need for an external admin on retainer.
Role-based training and enablement: Sales, marketing, and customer success each received separate training built around their daily tasks, followed by two weeks of live support during rollout.

Throughout the project, the focus stayed on building something the team would use willingly, not something they would work around.

The Result

The migration delivered clear gains across cost, data quality, speed, and adoption.

45% Reduction in CRM Cost: Consolidating Salesforce, a separate marketing automation tool, and several add-ons into one HubSpot portal cut annual spend significantly, including the retired admin retainer.
99.8% Data Migration Accuracy: Contacts, companies, deals, activities, and custom object records were validated against Salesforce source counts before the system was switched off.
62% Less Admin Time: Rebuilt automation and simplified layouts removed most of the manual record updating and cleanup work.
30% Faster Sales Cycle: Automated routing, clearer pipeline stages, and full account context helped reps move deals forward without waiting on information.
88% User Adoption Within 30 Days: Simplified views and role-based training meant reps logged activity in the CRM instead of side spreadsheets.
4x Faster Report Building: Reports that once took hours of spreadsheet work are now built in minutes inside HubSpot.
58% Reduction in Duplicate Records: Deduplication during migration and proper field validation stopped duplicates from coming back.