HubSpot CRM Setup & Data Migration from Monday.com for IT Services Company

A U.S. based IT company wanted to migrate from Monday.com to HubSpot Sales Hub to stop manual work and get a reliable pipeline. We customized deal stages, added practical fields, and set up automations for smooth AE→PS transfers for them. CloudCache Consulting also integrated ZoomInfo / Outlook / RingCentral and migrated clean historical data. Our custom solution gives good result to client.

Monday.com to HubSpot Migration 

About The Company  

Our client is a growing U.S.-based IT services company. Their targeting clientle are mostly mid-market clients, pragmatic people who prefer getting things done over meetings.

Customer Challenges 

They asked us to untangle into a messy CRM situation. They were using Monday.com for deals, plus a bunch of point tools, and the handoffs between Sales and Professional Services were often a game of email tag. They wanted HubSpot to be the single source of truth, without adding more complexity. 

It wasn’t a dramatic tech failure — it was friction.  

Account Executives (AEs) often had to copy-paste deal notes into a spreadsheet; PS leads waited for confirmation emails, and ownership of follow-ups got fuzzy.  

Leadership couldn’t trust the pipeline for forecasting because stages weren’t used consistently. They needed fewer manual handoffs and more confidence that nothing would fall through the cracks. 

When a deal was marked as “Closed Won”, someone had to manually inform the PS Team.

Solutions 

We focused on two things: make HubSpot useful from day one and stop anyone from losing work or history during the move. 

HubSpot Sales Hub Setup  

• Built a single, familiar pipeline: New Lead → Discovery → Needs Estimate/Proposal → Negotiation → Closed Won/Lost. Simple, so people would actually use it. 
• Added practical custom fields: project site, survey status, PS handoff notes — the exact bits AEs said they always forgot to pass on. 
• Created a few small automations: when a deal hits Closed Won, HubSpot notifies the PS Slack channel and creates an internal task for the PS lead. No more “did someone tell Ops?” messages. 
• Cleaned the UI for everyday users: Removed menus that confused junior AEs and created a clean left-rail for quick access. 

Integrations

We connected tools they actually depend on: 

• ZoomInfo for quick enrichment so AEs see useful prospect signals without manual lookups.   
• Outlook 365 for email and calendar sync — removing the need to forward emails into the CRM.   
• RingCentral to log calls against contacts automatically.   
• Monday.com kept living as the delivery workspace — but now Closed Won deals automatically create a Monday project and copy key fields over. 

Data migration 

• Exported contacts, companies, deals from Monday.  
• Mapped fields, kept deal owners, preserved notes and stage history.  
• Ran dedupe passes and sanity checks. We shared a small “field mapping and exceptions” spreadsheet with the client, so nothing was mysterious. Result: the team woke up to HubSpot with their history in place and no sudden surprises.

Forms and dashboards

• Built a branded Request a Quote form that feeds HubSpot with source tracking. 
• Created three dashboards: AE performance, PS estimates pending, and source tracking — all the things the bosses actually asked to see in one glance. 

Results

Within a few weeks client saw very positive results 

• Stronger Collaboration: Automated notifications and clear workflows ensured that sales and PS stayed perfectly aligned.  
• Cleaner Data: Duplicates were eliminated, and the CRM became the reliable record system everyone could trust. 
• Higher Adoption: Simplified screens and relevant dashboards make it easy for every user to adapt quickly. 
• Automation: The PS handoff that used to take a couple of back-and-forth emails became an automatic task with the context attached.  
• Streamlined Pipeline: AEs liked that enrichment from ZoomInfo showed practical contact details without extra effort. Managers finally had a pipeline they could trust for weekly forecasting. 

Technology and Tools Used: 

HubSpot Sales Hub, monday.com, Zoominfo 

Final Words

CloudCache Consulting Delivered Streamlined Custom solution for the client. We provide HubSpot migration services for clients globally. Our clients review on Upwork reflect our expertise in domain.