Case Study: Seamless Data Migration from vTiger CRM to HubSpot CRM

Challenge

A large European construction group faced the critical task of migrating their CRM data from vTiger to HubSpot. The challenge was significant due to a combination of volume, complexity, and infrastructure:

• A vast amount of data to be migrated, consisting of 15,000 records including contacts, companies, deals, tasks, notes, and offers.
• The need to accurately map and sync custom fields between the two distinct platforms to ensure absolute data integrity.
• vTiger CRM was hosted on a local, on-premise server, which severely complicated the data extraction and migration process.

Solution

To solve this complex data routing challenge, the project leveraged the advanced visual workflow builder and automation capabilities of Make (make.com). Rather than attempting a direct point-to-point connection from a local server, a more secure and reliable staged approach was implemented:

1. Migration Staging with Supabase: Because the legacy vTiger CRM was locked behind a local server, we deployed Supabase to act as a secure, intermediary cloud database.

2. Step-by-Step Make Scenarios:

• Scenario 1 (Extraction): Data was pushed from the local vTiger server to a Make Webhook. The Make scenario intercepted this data payloads and instantly routed them into Supabase, ensuring all critical data was staged securely in the cloud without overwhelming the legacy system.
• Scenario 2 (Migration): A separate, high-volume Make scenario was designed to pull the staged data from Supabase in batches and seamlessly transfer it into HubSpot CRM. Using Make's native HubSpot modules, the team utilized powerful visual mapping tools to translate data types and sync custom fields perfectly with HubSpot's destination schema.

Result

The migration was executed flawlessly, resulting in zero data loss and notable efficiency:

• Visual & Automated Field Mapping: Data mapping and synchronization between Supabase and HubSpot were fully automated within Make's intuitive interface. Complex data transformations were handled effortlessly in-flight, drastically reducing manual intervention and the risk of human error.
• Lightning-Fast Execution: The processing and syncing of all 15,000 records from Supabase into HubSpot was completed in just 24 minutes, showcasing Make's exceptional capacity for handling large-scale data throughput.
• Make as the Best Fit: Make’s unmatched flexibility, robust native modules, and advanced error-handling features proved to be the optimal solution for this project. It easily bridged the gap between a locked-down local server and a modern cloud CRM, ensuring a seamless transition to HubSpot.

This is just one example of how the right automation strategy can save hours of manual work. Curious about what else is possible? Explore our other case studies to see how we help businesses scale efficiently with Make.