Our client is a leading healthcare data platform company, one of the fastest-growing in the country, and it has expanded rapidly through a series of strategic acquisitions. That growth created a high-stakes problem. When the company acquired an organization that ran its own HubSpot environment, it suddenly operated two separate marketing and sales platforms that had to become one, with nothing lost in the process.
RESULTS AT A GLANCE
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- 188K+ contacts and ~30K company records migrated with zero data loss
- 2 to 1 HubSpot instances consolidated into a single unified platform
- 4,009 opt-out records preserved to protect compliance
- ~314K list memberships rebuilt across 251 manual lists
- 8 to 10 weeks from discovery to fully validated handoff
- Zero uncontrolled production activations every asset handed off in a controlled state
CHALLENGE
When Growth by Acquisition Outpaces the Systems Behind It
Consolidating two live CRM environments is rarely simple, and this one carried several compounding pressures at once. The acquired company ran its HubSpot instance entirely separate from the client’s own, each with its own contacts, company records, website assets, workflows, and integrations, and two very different ways of operating. Together the environments held more than 188,000 contacts and roughly 30,000 company records, and all of it had to merge into a single platform.
The stakes were high. Both sales and marketing relied on the platform every day, so there was no margin for dropped or corrupted data, and every record had to survive the move with its integrity intact. The acquired instance also carried its own Salesforce connector that had to be cleanly retired as part of the HubSpot to HubSpot consolidation, all without disrupting the client’s existing Salesforce organization. And as the team would find, much of the real complexity was buried beneath the surface, invisible until the migration was already underway.
SOLUTION
A Trusted Partner, Not a New Vendor
The client did not run a competitive vendor search for this project. They came to ConsultNet directly, because ConsultNet was already a known and trusted partner from prior work across the organization. As the company grew through acquisition, it had repeatedly relied on ConsultNet to take on complex, specialized initiatives, and a high-stakes CRM consolidation was exactly the kind of work it trusted ConsultNet to get right.
ConsultNet delivered the engagement on a time-and-materials basis with a single dedicated CRM and HubSpot architect who owned the project from the first discovery call through final handoff. The work evolved across four phases:
▸ Discovery and Audit First
Before touching a record, the architect ran a full audit of both instances, reviewing mapping documentation, existing integrations including ZoomInfo and Salesforce, company and contact objects, workflows, and the broader integration architecture for each environment.
▸ A Clean, Complete Migration
Both instances were merged into one unified HubSpot environment, with more than 188,000 contacts and roughly 30,000 companies migrated alongside the full library of marketing assets, landing pages, forms, workflows, emails, and design assets, all with historical data preserved. The acquired company’s legacy Salesforce connector was disconnected and the Salesforce integration was cleanly reconnected. Every migrated asset was delivered in a controlled draft or paused state, so the client could review and govern activation on its own terms.
▸ Engineering Through Hidden Complexity
The hardest work was the complexity that surfaced only once the migration was live. To protect compliance, the team used an API-based backfill to preserve 4,009 unsubscribe records that HubSpot’s standard import could not carry over. It built remapping logic for 683 active lists that referenced 90 properties missing from the destination, and separately reconstructed 251 manual and snapshot lists representing roughly 314,000 memberships that no standard API could move. It cleaned up legacy Salesforce connector mappings to prevent sync failures and data flooding, and remediated 15 of 17 forms with web team support. None of this was visible at planning time, and each item was resolved to protect data integrity and compliance rather than left as a gap.
▸ Validated, Documented, and Handed Off
The migration was confirmed through post-migration testing, validation, and reconciliation, then handed off with user training documentation, a best practices guide, a final project report, and complete handoff documentation so the client’s team could operate with confidence on day one.
The Takeaway
Clean Data Is a Strategic Asset
Consolidating two HubSpot instances into one did more than tidy up a pair of systems. It gave the client a single source of truth, preserved its compliance posture and segmentation logic, reduced duplicate licensing and administrative overhead, and produced the clean, trustworthy data needed to evaluate its broader CRM strategy with confidence. A migration that began as a cleanup became the foundation for the client’s next move.
When growth comes through acquisition, the systems behind it have to keep up. That kind of clean, low-risk consolidation, delivered by an expert who operates as a true extension of your team, does not come from a generalist. It comes from ConsultNet.
