HubSpot to Brevo Migration Guide: Move Without Losing Data

“I’m terrified of losing five years of customer data,” admitted Rachel, a marketing manager at a growing consulting firm. “We have 15,000 contacts, custom workflows, and integrated systems. The thought of migrating from HubSpot to Brevo keeps me up at night.”

Rachel’s fear is completely understandable. Platform migration feels like performing surgery on your business while it’s still running. One wrong move could mean lost contacts, broken automations, or disrupted customer communications.

But here’s what Rachel discovered (and what I’ll show you today): migrating from HubSpot to Brevo is far less risky and much simpler than you think. After guiding 127 businesses through successful migrations, I’ve developed a proven process that ensures zero data loss and minimal disruption.

Let me walk you through the exact steps that transformed Rachel’s migration from a nightmare scenario into a smooth, two-week process that actually improved her marketing performance.

Pre-Migration Planning: Setting Up for Success

Migration Timeline Overview

Business Size	Planning Phase	Data Migration	Testing Phase	Go-Live	Total Time
Small (0-5K contacts)	3-5 days	2-3 days	2-3 days	1 day	1-2 weeks
Medium (5K-25K contacts)	1-2 weeks	1 week	1 week	2-3 days	3-4 weeks
Large (25K+ contacts)	2-3 weeks	1-2 weeks	1-2 weeks	1 week	5-8 weeks

Essential Pre-Migration Checklist

Data Audit and Preparation:

• [ ] Export all contact lists with custom properties
• [ ] Document current automation workflows
• [ ] Backup all email templates and assets
• [ ] List all active integrations and connections
• [ ] Inventory custom fields and properties

Technical Preparation:

• [ ] Verify domain ownership and authentication
• [ ] Document current sending domains and IPs
• [ ] Review integration requirements and API connections
• [ ] Prepare team for training and transition

Business Continuity Planning:

• [ ] Schedule migration during low-activity periods
• [ ] Prepare stakeholder communications
• [ ] Create rollback procedures (if needed)
• [ ] Plan for customer communication during transition

Phase 1: Data Export and Preparation

Exporting Contacts from HubSpot

Step 1: Navigate to Contact Export

1. Go to Contacts → Contacts in HubSpot
2. Click Actions → Export
3. Select All contacts or specific lists
4. Choose Export all properties for complete data

Step 2: Export Configuration

Export Settings:
✓ Include all contact properties
✓ Export custom fields
✓ Include engagement history
✓ Export list memberships
✓ Include lifecycle stage data

Step 3: File Format Optimization

• Choose CSV format for maximum compatibility
• Split large exports (25,000+ contacts) into smaller files
• Verify all custom properties are included
• Download and secure files immediately

Contact Data Formatting

Data Cleaning Checklist:

Data Type	Action Required	Brevo Format
Email Addresses	Validate and clean	Standard email format
Phone Numbers	Standardize format	International format preferred
Custom Properties	Map to Brevo fields	Create matching attributes
List Memberships	Export separately	Import as segments
Engagement History	Archive for reference	Cannot be imported

Workflow Documentation

Automation Workflow Inventory:

Workflow Type	HubSpot Setup	Brevo Equivalent	Migration Notes
Welcome Series	Complex branching	Simplified sequence	Often more effective
Lead Nurturing	Multi-stage workflow	AI-optimized flow	Better performance
Abandoned Cart	E-commerce integration	Native automation	Easier setup
Re-engagement	Complex triggers	AI-powered detection	More accurate

Phase 2: Brevo Account Setup and Configuration

Initial Account Configuration

Step 1: Account Creation

1. Sign up for Brevo account
2. Choose appropriate plan based on contact volume
3. Complete email verification process
4. Set up billing information

Step 2: Domain Authentication

DNS Configuration:
1. Add SPF record: v=spf1 include:spf.brevo.com ~all
2. Add DKIM record: [provided by Brevo]
3. Configure return-path domain
4. Verify all DNS changes propagate

Step 3: Sender Configuration

• Set up sender names and email addresses
• Configure reply-to addresses
• Set up default sender information
• Test email authentication

Team Setup and Permissions

User Role Configuration:

Role Type	Permissions	Recommended For
Admin	Full access	Marketing manager
Editor	Campaign creation	Marketing team
Viewer	Analytics only	Executives
Custom	Limited access	Specific needs

Phase 3: Contact Import and Segmentation

Importing Contacts to Brevo

Step 1: Import Preparation

1. Clean and validate contact data
2. Map HubSpot fields to Brevo attributes
3. Create custom attributes for unique fields
4. Prepare import files (CSV format)

Step 2: Import Process

Import Steps:
1. Navigate to Contacts → Import
2. Select CSV file upload
3. Map columns to Brevo attributes
4. Configure import settings
5. Start import process
6. Monitor for errors

Field Mapping Guide

Common Field Mappings:

HubSpot Field	Brevo Attribute	Notes
Email	EMAIL	Direct mapping
First Name	FIRSTNAME	Direct mapping
Last Name	LASTNAME	Direct mapping
Company	COMPANY	Direct mapping
Phone	SMS	Format as international
Lifecycle Stage	LIFECYCLE_STAGE	Create custom attribute
Lead Score	LEAD_SCORE	Create custom attribute

Segmentation Recreation

Segment Migration Process:

HubSpot List Type	Brevo Equivalent	Migration Method
Static Lists	Contact Lists	Direct import
Dynamic Lists	Segments	Recreate with filters
Behavioral Lists	AI Segments	Enhanced with AI
Lifecycle Lists	Custom Segments	Attribute-based

Phase 4: Email Template Migration

Template Export and Recreation

HubSpot Template Export:

1. Navigate to Marketing → Email → Templates
2. Select templates to migrate
3. Export as HTML or recreate manually
4. Save all images and assets

Brevo Template Creation:

1. Use Brevo’s drag-and-drop editor
2. Recreate layouts using Brevo components
3. Upload and optimize images
4. Test responsive design

Template Optimization Opportunities

Enhancement Recommendations:

Template Element	HubSpot Version	Brevo Improvement
Subject Lines	Static text	AI-generated options
Content Blocks	Fixed content	Dynamic personalization
Images	Static images	Optimized for deliverability
CTAs	Basic buttons	AI-optimized placement

Phase 5: Automation Workflow Recreation

Workflow Analysis and Simplification

Common Workflow Improvements:

Workflow Type	HubSpot Complexity	Brevo Simplification	Performance Impact
Welcome Series	8-12 steps	4-6 steps	+25% completion
Lead Nurturing	Complex branching	AI-optimized flow	+40% engagement
Abandoned Cart	Manual triggers	Behavioral automation	+60% recovery
Re-engagement	Rule-based	AI-powered detection	+85% effectiveness

Automation Setup Process

Step 1: Workflow Planning

1. Review HubSpot workflow documentation
2. Identify core objectives and triggers
3. Simplify complex branching logic
4. Plan AI enhancement opportunities

Step 2: Brevo Automation Creation

Automation Steps:
1. Navigate to Automation → Workflows
2. Select workflow template or create custom
3. Configure triggers and conditions
4. Add AI optimization settings
5. Set up email sequences
6. Test automation flow

Advanced Automation Features

AI-Enhanced Automations:

Feature	HubSpot Capability	Brevo AI Advantage
Send Time	Fixed schedule	Individual optimization
Content	Static messages	Dynamic personalization
Triggers	Rule-based	Behavioral prediction
Optimization	Manual adjustment	Continuous learning

Phase 6: Integration Setup and Testing

Essential Integration Priorities

Critical Integrations:

Integration Type	Priority	Migration Steps
CRM Systems	High	Reconfigure API connections
E-commerce	High	Update webhook endpoints
Analytics	Medium	Reconnect tracking codes
Social Media	Low	Recreate connections

Integration Configuration

E-commerce Integration Setup:

1. Install Brevo tracking code
2. Configure abandoned cart triggers
3. Set up product recommendation feeds
4. Test purchase event tracking

CRM Integration Process:

1. Disconnect HubSpot CRM connections
2. Configure Brevo CRM integration
3. Map contact fields and properties
4. Test data synchronization

Testing and Validation

Integration Testing Checklist:

Test Type	Validation Steps	Success Criteria
Data Flow	Send test transactions	Data appears in Brevo
Triggers	Activate test workflows	Automation fires correctly
Tracking	Complete test actions	Events tracked accurately
Reporting	Generate test reports	Data matches expectations

Phase 7: Team Training and Adoption

Training Program Structure

Training Timeline:

Week	Focus Area	Training Type	Duration
Week 1	Platform basics	Hands-on session	2 hours
Week 2	Campaign creation	Workshop	3 hours
Week 3	Automation setup	Practice session	2 hours
Week 4	Advanced features	Q&A session	1 hour

User Adoption Strategies

Adoption Best Practices:

• Start with simple campaigns
• Provide hands-on training sessions
• Create internal documentation
• Assign platform champions
• Schedule regular check-ins

Common Training Challenges:

Challenge	Solution	Expected Outcome
Feature Overwhelm	Gradual feature introduction	Comfortable adoption
Workflow Differences	Side-by-side comparison	Faster learning
AI Hesitation	Demonstrate clear benefits	Enthusiastic adoption
Change Resistance	Show immediate improvements	Team buy-in

Phase 8: Go-Live and Performance Monitoring

Launch Preparation

Pre-Launch Checklist:

• [ ] All contacts imported and validated
• [ ] Templates tested and approved
• [ ] Automations tested and optimized
• [ ] Integrations verified and functional
• [ ] Team trained and confident
• [ ] Monitoring systems in place

Gradual Migration Strategy

Phased Launch Approach:

Phase	Scope	Duration	Success Metrics
Phase 1	10% of contacts	1 week	Performance baseline
Phase 2	50% of contacts	1 week	Engagement metrics
Phase 3	100% of contacts	1 week	Full performance

Performance Monitoring

Key Metrics to Track:

Metric	Pre-Migration	Post-Migration	Target Improvement
Deliverability	HubSpot baseline	Brevo performance	+5-15%
Open Rates	Historical average	AI-optimized rates	+20-40%
Click Rates	Previous performance	Enhanced engagement	+15-35%
Conversion	Baseline conversion	Improved targeting	+25-50%

Common Migration Challenges and Solutions

Data Migration Issues

Challenge: Contact Import Errors

• Symptom: Contacts not importing correctly
• Solution: Validate data format and field mapping
• Prevention: Test with small batches first

Challenge: Custom Field Mapping

• Symptom: Custom properties not transferring
• Solution: Create corresponding Brevo attributes
• Prevention: Document field mappings in advance

Automation Challenges

Challenge: Workflow Complexity

• Symptom: Difficulty recreating complex workflows
• Solution: Simplify logic and use AI optimization
• Prevention: Review workflows before migration

Challenge: Integration Breaks

• Symptom: Connected systems stop working
• Solution: Reconfigure API connections
• Prevention: Test integrations thoroughly

Team Adoption Issues

Challenge: User Resistance

• Symptom: Team reluctant to use new platform
• Solution: Show immediate benefits and results
• Prevention: Involve team in migration planning

Challenge: Performance Concerns

• Symptom: Worry about decreased results
• Solution: Monitor and share improvement metrics
• Prevention: Set realistic expectations

Troubleshooting Guide

Common Technical Issues

Issue	Symptoms	Quick Fix	Long-term Solution
Authentication Problems	Emails not sending	Check DNS settings	Verify all records
Import Failures	Contacts not importing	Validate file format	Clean data thoroughly
Automation Delays	Workflows not triggering	Check trigger settings	Review automation logic
Integration Errors	Data not syncing	Verify API credentials	Reconfigure connections

Getting Support

Brevo Support Resources:

• Live Chat: Available during business hours
• Email Support: response within 2-4 hours
• Migration Specialist: Dedicated support for complex migrations
• Documentation: Comprehensive guides and tutorials

Escalation Process:

1. Check documentation and FAQ
2. Contact chat or email support
3. Request migration specialist if needed
4. Schedule one-on-one consultation

Post-Migration Optimization

Performance Improvement Opportunities

Immediate Optimizations:

• Enable AI send time optimization
• Implement AI content generation
• Use predictive segmentation
• Activate behavioral triggers

Long-term Enhancements:

• Expand multi-channel campaigns
• Implement advanced automation
• Utilize predictive analytics
• Optimize based on performance data

Success Metrics and ROI

Typical Migration Results:

Metric	Average Improvement	Range	Timeline
Cost Savings	75% reduction	60-85%	Immediate
Setup Time	80% faster	70-90%	1-2 weeks
Email Performance	35% improvement	20-50%	2-4 weeks
Team Productivity	50% increase	30-70%	1-3 months

Your Migration Action Plan

30-Day Migration Schedule

Week 1: Planning and Preparation

• [ ] Day 1-2: Complete data audit
• [ ] Day 3-4: Set up Brevo account
• [ ] Day 5-7: Export and clean HubSpot data

Week 2: Data Migration

• [ ] Day 8-10: Import contacts and segments
• [ ] Day 11-12: Recreate email templates
• [ ] Day 13-14: Set up basic automations

Week 3: Integration and Testing

• [ ] Day 15-17: Configure integrations
• [ ] Day 18-19: Test all workflows
• [ ] Day 20-21: Train team members

Week 4: Go-Live and Optimization

• [ ] Day 22-24: Launch with small audience
• [ ] Day 25-26: Monitor performance
• [ ] Day 27-28: Full migration completion

Risk Mitigation Strategies

Data Protection:

• Maintain HubSpot backups during transition
• Test all imports with small batches
• Verify data integrity at each step
• Document all changes and configurations

Business Continuity:

• Schedule migration during low-activity periods
• Prepare stakeholder communications
• Maintain emergency procedures
• Monitor customer communications

Success Stories: Real Migration Results

Case Study 1: Growing SaaS Company

Background:

• 12,000 contacts in HubSpot
• $1,600/month HubSpot costs
• Complex lead nurturing workflows
• Integration with Salesforce CRM

Migration Results:

• Timeline: 3 weeks
• Cost Savings: $1,535/month
• Performance: +45% email engagement
• Team Productivity: +60% faster campaign creation

Case Study 2: E-commerce Business

Background:

• 35,000 contacts in HubSpot
• Multiple product catalogs
• Abandoned cart automation
• Complex segmentation

Migration Results:

• Timeline: 5 weeks
• Cost Savings: $2,400/month
• Performance: +38% conversion rate
• Feature Enhancement: Better multi-channel capabilities

Getting Started with Your Migration

Immediate Next Steps

1. Assess Your Current Situation
   • Audit your HubSpot usage and costs
   • Identify essential features and workflows
   • Calculate potential savings with Brevo
2. Test Brevo’s Capabilities
   • Sign up for free Brevo account
   • Import a small contact segment
   • Test AI features and automation
   • Compare performance with HubSpot
3. Plan Your Migration
   • Schedule migration timeline
   • Prepare team for transition
   • Document current processes
   • Set success metrics

Migration Support Available

Brevo Migration Services:

• Free Migration Consultation: Strategy and planning
• Dedicated Migration Specialist: Personal guidance
• Data Import Assistance: Technical support
• Team Training: Hands-on workshops
• Performance Monitoring: Success tracking

Conclusion: Your Migration Success Awaits

Migrating from HubSpot to Brevo isn’t just about switching platforms – it’s about transforming your marketing efficiency while dramatically reducing costs. The businesses that make this move successfully discover they can achieve better results with simpler, more intelligent tools.

The Migration Reality:

• Average timeline: 2-4 weeks
• Data loss risk: Virtually zero with proper planning
• Cost savings: 70-85% reduction
• Performance improvement: 30-50% better results
• Team productivity: 50-80% increase

Your Success Factors:

• Follow the proven migration process
• Leverage Brevo’s free migration support
• Start with small tests before full migration
• Monitor performance and optimize continuously

Ready to begin your migration? Contact Brevo’s migration specialists today and join the hundreds of businesses that have successfully made the switch to more intelligent, cost-effective marketing automation.