Seamless Zoho Inventory to HubSpot Migration for a Sales & Marketing Firm in Australia
We helped an Australian sales and marketing firm migrate its Quote-to-Invoice workflow from Zoho Inventory to HubSpot. We executed the project step by step—covering discovery, field mapping, ETL scripts, sandbox validation, phased cutover, and training. The result was accurate data migration, smoother workflows, and improved revenue tracking. As a trusted Salesforce partner, CloudCache Consulting specialize in HubSpot implementation services, enabling clients to scale with confidence.
Zoho to HubSpot Migration
About The Company
The client is an Australian mid-size sales and marketing company.
Customer challenges
They used Zoho Inventory to run quotes and invoicing while sales reps used spreadsheets for data management. Growth exposed process gaps. The team wanted a single CRM to unify sales and billing while preserving existing business rules and historical data. Challenges included:
- Fragmented Quote-to-Invoice flow created manual handoffs.
- Duplicate and inconsistent customer records risked revenue leakage.
- The client needed zero business downtime during cutover.
- Teams required quick adoption with minimal business disruption.
Solutions
We delivered a custom migration solution to them in structured approach. We combined CRM best practices with hands-on technical execution to keep data intact and business running.
Requirement analysis
We started with a detailed assessment of the client’s existing Quote-to-Invoice process in Zoho Inventory. We identified all the key data objects, dependencies, and custom workflows that needed to be replicated or enhanced in HubSpot.
Data Mapping and Migration
We used middleware connectors to ensure secure, automated data transfer. This guaranteed accuracy and usability of migrated data. We also Preserved quote and invoice identifiers to maintain audit trails.
Sandbox build & configuration
- Created a HubSpot sandbox and pre-configured pipelines, deal stages and line-item templates.
- Implemented custom properties and validation rules to match Zoho logic.
- Developed templates for Quote PDFs and invoice generation.
Data extraction and cleansing
- Exported data from Zoho Inventory via API and secure exports.
- Ran custom scripts for redundancy detection, inconsistent tax codes and malformed fields.
- Applied deterministic rules such as address parsing, name standardization, and currency normalization for normalization and deduplication.
Transformation and middleware
- Wrote ETL scripts to transform Zoho export formats into HubSpot API payloads.
- Used middleware connectors for staged imports and to throttle calls within API limits.
Testing
- Ran automated unit tests for mapping scripts.
- Performed full integration tests in sandbox with real sample data.
Deployment
- Executed a phased cutover: freeze window for final exports, run incremental delta migration, and validate totals.
- Kept a rollback plan ready; fallback was not needed.
User Training
- Delivered hands-on training and quick reference guides for sales and finance.
- Provided two weeks of hypercare to resolve user queries and tune automations.
- Set up reporting dashboards for quote conversion and invoice aging.
Results
The migration delivered significant benefits:
- The Quote-to-Invoice process moved into one CRM, removing manual handoffs.
- Finance kept full auditability: original quote numbers, line-item detail and tax calculations preserved.
- Operational friction reduced and handover times shortened, enabling faster revenue recognition.
- The client reported smoother collaboration between sales and billing teams and better forecasting accuracy.
Technology and Tools Used:
Zoho Inventory, HubSpot, Middleware, APIs
Final words
This migration shows how detailed design and disciplined execution protect data integrity while improving business outcomes. CloudCache Consulting delivered the project and ensured the client could confidently scale their sales operations. You can find our services and client reviews on Upwork.
