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HubSpot → Dynamics 365 CRM migration + automation

9,000+ contacts and 1,000+ accounts migrated zero-loss; 75% reduction in manual sales-ops tasks.

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CASE FILE · CS-04 SHIPPED
“The migration was clean enough that nobody complained on Day 1. That has never happened to us before with a CRM swap.”
Manual sales-ops tasks eliminated75%
ClientB2B organization mid-migration
SectorB2B SaaS / ISVs
Service linesBuild · Strategy
Window5 weeks fixed
READ THE FILE ↓

Challenge

Customer data was distributed across HubSpot CRM, Microsoft Access databases, and shared Excel files. Sales reps maintained personal sheets that diverged from the source of truth. Marketing operated independently in HubSpot. Data quality eroded over time; integration between systems was non-existent. Leadership wanted a single source of truth aligned with their broader Microsoft 365 commitment.

Solution

Full migration to Dynamics 365 Sales Enterprise. 9,000+ contacts and 1,000+ accounts moved with zero data loss via custom ETL through Google Functions. 40,000+ data rows cleaned and normalized in flight (deduping, address normalization, owner reassignment). Power Automate workflows built to replicate the 12 most-common manual sales-ops actions. Mailchimp integrated for marketing-sales alignment and lead routing.

Engagement

Sales operations team reviewing CRM data
CASE FILE · CS-04 · HUBSPOT → DYNAMICS 365 CRM MIGRATION + AUTOMATION
9,000+ contacts and 1,000+ accounts migrated zero-loss; 75% reduction in manual sales-ops tasks.
ENGAGEMENT TIMELINE · 5 WEEKS FIXED

Every engagement runs through the same five gates of the FORGE method. Here’s how this case ran.

W0 · FRAME
Source-data audit (HubSpot + Access + Excel), data-model decisions, owner-reassignment rules, retention policy.
W1 · OUTLINE
Dynamics 365 schema, ETL pipeline (Google Cloud Functions), Power Automate workflow inventory (the 12 most-common manual tasks).
W2–3 · REBUILD
ETL build, parallel-run shadow against HubSpot, dedup + normalize on 40,000+ rows in flight.
W4 · GOVERN
Cutover, validation against shadow run, sign-off on data-quality thresholds, rollback plan rehearsed.
W5 · ENGAGE
Power Automate workflow rollout, sales-team onboarding, Mailchimp lead-routing alignment, first-month KPI review.
RESULTS · KEY METRICS
9,000+
Contacts migrated with zero data loss
1,000+
Accounts migrated, deduplicated, owner-reassigned
40,000+
Data rows cleaned and normalized in flight
75%
Reduction in manual sales-ops tasks via Power Automate
Unified
Single source of truth across sales + marketing
STACK · CS-04SHIPPED
SectorB2B SaaS / ISVs
ServicesBuild · Strategy
ClientGrowing B2B organization consolidating onto Microsoft stack (anonymized)
Microsoft Dynamics 365 Sales Enterprise Power Automate HubSpot CRM (source) Microsoft Access (source) Excel (source) Mailchimp Google Cloud Functions (ETL)
Client voice
The migration was clean enough that nobody complained on Day 1. That has never happened to us before with a CRM swap.
VP Sales · B2B organization mid-migration
RELATED · OTHER CASES ALL CASES →
RELEVANT FIELD GUIDES ALL GUIDES →

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