CRM CLEANUP & MIGRATION

Australian Infusionsoft or ActiveCampaign migrations to HubSpot are the right decision — but the data that goes in needs to be audited, deduplicated, and cleaned before the new system becomes the source of truth

Years of accumulated tags, lapsed automations, unreconciled Xero contacts, and Privacy Act obligations do not resolve themselves during a platform migration. They need to be addressed before the migration runs.

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This is for you if

This service is for Australian businesses that are migrating from Infusionsoft, Keap, ActiveCampaign, Zoho, or an older Salesforce configuration to HubSpot — and want the migration done correctly rather than quickly.

Your Infusionsoft or Keap account has years of contacts, tags, and automations that were built by people who no longer work at the company

You are using ActiveCampaign as a de facto CRM and have outgrown it, and are now moving to HubSpot as a proper CRM

You have customer records in Xero or MYOB that do not match the contacts in your CRM and want them reconciled before the migration

You need to confirm that your data handling during the migration meets the requirements of the Australian Privacy Act 1988

What's broken

What's Broken

Infusionsoft or Keap data not audited before migration

Years of tagging structures, contacts, and automations that no longer reflect the business. An AU business that has been on Infusionsoft since 2017 typically has tag structures built by two or three different marketing contractors, automations that have not triggered in three years, and contacts who unsubscribed in 2020 still sitting in active sequences. Migrating this data to HubSpot without a pre-migration audit means the new platform inherits every problem the old one accumulated. A pre-migration audit identifies which tags are still in active use, which automations can be retired, which contacts need to be suppressed, and which contact records have data quality issues that will cause problems in HubSpot. Without this step, the HubSpot account is messy from day one.

MYOB or Xero customer records not reconciled with CRM contacts

The same business contact appearing differently in two systems. An AU business might have "Smithfield Construction Pty Ltd" in Xero and "Smithfield Construction" in the CRM, with different contact names and different email addresses. Post-migration, the two systems remain unsynchronised. Invoicing happens in Xero, communication happens in HubSpot, and no one has a complete view of the customer relationship. Reconciling Xero or MYOB customer records against CRM contacts before the migration requires matching on ABN, email domain, or company name with fuzzy matching for variations. The reconciled records then need a defined strategy for which system holds the master record for each data type — financial data in Xero, relationship data in HubSpot.

Australian Privacy Act compliance not checked for migrated data

The Australian Privacy Act 1988 imposes obligations on how personal data is handled during a migration. Data collected for one purpose being moved into a new system and used for a broader purpose — for example, contacts who provided email addresses for a specific campaign being moved into a general marketing CRM — may require a review of the original consent and purpose documentation. Most AU CRM migrations do not include a privacy review as part of the migration plan. A pre-migration privacy check identifies contact segments that may need a purpose review, confirms that data security during the migration process meets the reasonable security requirement of the Privacy Act, and documents the decisions made so the business has a record if questions arise later.

Tags and custom fields from old CRM not mapped to HubSpot properties

An Infusionsoft or Zoho account with 200 or more custom tags used for segmentation cannot simply be moved to HubSpot without a mapping plan. HubSpot does not use tags in the same way Infusionsoft does. Each Infusionsoft tag that represents a meaningful segment needs to be evaluated and mapped to a HubSpot contact property, list, or workflow trigger. Without this mapping plan, the migration produces contacts in HubSpot with no equivalent segmentation, and the business loses years of contact classification in a single migration event. The mapping plan requires a review of every tag in use, a decision on which ones are still relevant, and a defined HubSpot equivalent for each retained tag. Tags that are no longer relevant are retired rather than migrated.

What we engineer

What We Do

Pre-migration data audit

We audit the source CRM — Infusionsoft, Keap, ActiveCampaign, or Zoho — for data quality issues, lapsed automations, outdated tags, suppressed contacts, and contact records with missing or inconsistent data before any migration work begins.

Xero and MYOB reconciliation

We match your accounting system customer records against your CRM contacts, identify mismatches, and produce a reconciled contact list with a clear strategy for which system holds the master record for each data type.

Privacy Act compliance review

We review the contact segments in the source CRM, assess the original consent and purpose basis for each segment, and flag any segments that require a review before being moved to the new platform.

Tag and field mapping

We document every custom tag and field in the source CRM, evaluate which ones are still relevant to the business, and produce a mapping plan that translates the source segmentation into the correct HubSpot properties, lists, and workflow triggers.

Migration execution

We run the migration using the agreed mapping plan, with full field mapping documentation, suppression list management, and post-migration validation.

Post-migration validation

We verify that all contact records migrated correctly, that field mapping produced the expected values, that suppression lists were applied, and that the HubSpot account is correctly configured before the source CRM is decommissioned.

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What changes

What Changes

Before
After
Before Years of tagging structures, contacts, and automations that no longer reflect the business. An AU business that has been on Infusionsoft since 2017 typically has tag structures built by two or three different marketing contractors, automations that have not triggered in three years, and contacts who unsubscribed in 2020 still sitting in active sequences. Migrating this data to HubSpot without a pre-migration audit means the new platform inherits every problem the old one accumulated. A pre-migration audit identifies which tags are still in active use, which automations can be retired, which contacts need to be suppressed, and which contact records have data quality issues that will cause problems in HubSpot. Without this step, the HubSpot account is messy from day one.
After HubSpot account populated with clean, deduplicated, correctly mapped contact records from day one
Before The same business contact appearing differently in two systems. An AU business might have "Smithfield Construction Pty Ltd" in Xero and "Smithfield Construction" in the CRM, with different contact names and different email addresses. Post-migration, the two systems remain unsynchronised. Invoicing happens in Xero, communication happens in HubSpot, and no one has a complete view of the customer relationship. Reconciling Xero or MYOB customer records against CRM contacts before the migration requires matching on ABN, email domain, or company name with fuzzy matching for variations. The reconciled records then need a defined strategy for which system holds the master record for each data type — financial data in Xero, relationship data in HubSpot.
After Xero and HubSpot contacts reconciled with a clear data ownership strategy for each system
Before The Australian Privacy Act 1988 imposes obligations on how personal data is handled during a migration. Data collected for one purpose being moved into a new system and used for a broader purpose — for example, contacts who provided email addresses for a specific campaign being moved into a general marketing CRM — may require a review of the original consent and purpose documentation. Most AU CRM migrations do not include a privacy review as part of the migration plan. A pre-migration privacy check identifies contact segments that may need a purpose review, confirms that data security during the migration process meets the reasonable security requirement of the Privacy Act, and documents the decisions made so the business has a record if questions arise later.
After A documented privacy review with decisions recorded against each contact segment
Before An Infusionsoft or Zoho account with 200 or more custom tags used for segmentation cannot simply be moved to HubSpot without a mapping plan. HubSpot does not use tags in the same way Infusionsoft does. Each Infusionsoft tag that represents a meaningful segment needs to be evaluated and mapped to a HubSpot contact property, list, or workflow trigger. Without this mapping plan, the migration produces contacts in HubSpot with no equivalent segmentation, and the business loses years of contact classification in a single migration event. The mapping plan requires a review of every tag in use, a decision on which ones are still relevant, and a defined HubSpot equivalent for each retained tag. Tags that are no longer relevant are retired rather than migrated.
After Infusionsoft segmentation translated into HubSpot properties and lists with full mapping documentation
How it works

Process

  1. 01

    Source CRM audit (1-2 weeks)

    1-2 weeks

    We export and audit the source CRM data, documenting contact volume, tag structure, automation status, field usage, and data quality issues. We provide a written audit report with recommendations before any migration work begins.

  2. 02

    Xero or MYOB reconciliation

    We match accounting system records against CRM contacts, identify and resolve mismatches, and produce a reconciled contact list with a data ownership strategy.

  3. 03

    Privacy Act review

    We review contact segments against the Privacy Act checklist, document consent and purpose basis for each segment, and flag any segments requiring action before migration.

  4. 04

    Tag and field mapping

    We produce a complete mapping document translating source CRM tags and custom fields into HubSpot properties, lists, and workflow triggers. This document is reviewed and approved before migration runs.

  5. 05

    Migration execution

    We run the migration using the approved mapping plan, with suppression list management, field mapping, and company association correctly applied throughout.

  6. 06

    Post-migration validation and handover

    We validate the migrated data in HubSpot, confirm all mapping produced the expected values, and provide a post-migration validation report. The source CRM is retained in a read-only state for 30 days before decommissioning.

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Common questions

FAQ

How do I migrate from Infusionsoft or Keap to HubSpot for an Australian business?

Migrating from Infusionsoft or Keap to HubSpot for an Australian business involves four steps before data movement begins: a contact audit to identify suppressed, bounced, and duplicate records; a tag and custom field mapping exercise to translate Infusionsoft segmentation into HubSpot properties; a Xero or MYOB reconciliation if accounting system contacts need to be synchronised with the CRM post-migration; and a Privacy Act review to confirm that data handling during the migration process meets the reasonable security obligation. Migration tools such as Trujay or a direct CSV export-and-import approach both work, but the pre-migration audit determines the quality of what the tool has to work with.

How do I reconcile Xero or MYOB customer records with CRM contacts before a migration?

Reconciling Xero or MYOB customer records with CRM contacts before a migration requires a matching process using one or more of the following fields: ABN, primary email address, email domain, or company name with fuzzy matching for name variations. Once matches are confirmed, the reconciliation produces a merged record showing the fields held in each system and a decision on which system is the master for each data type. Financial and invoicing data stays in Xero or MYOB; relationship, communication, and pipeline data moves to the new CRM. The reconciliation output is then used to enrich the CRM contact records before the migration runs.

What does the Australian Privacy Act require when migrating customer data to a new CRM platform?

The Australian Privacy Act 1988 requires that personal information be handled with reasonable security measures and used only for the purpose for which it was collected. During a CRM migration, this means that contact data collected for a specific purpose should not be repurposed in the new system without reviewing whether that repurposing is consistent with the original collection purpose. The Privacy Act also requires that personal data be protected during transit, which means migration processes that involve exporting large contact lists to CSV files and uploading them through third-party tools need documented security controls. Most AU businesses benefit from a short Privacy Act review as a distinct step in the migration plan rather than treating compliance as implicit.

How do I map Infusionsoft tags to HubSpot contact properties during an AU CRM migration?

Mapping Infusionsoft tags to HubSpot contact properties during a migration requires a three-step process: first, export the full tag list and identify which tags are actively in use (many Infusionsoft accounts have hundreds of tags, most of which are no longer applied to live contacts); second, for each retained tag, determine whether it represents a contact attribute (maps to a HubSpot contact property), a list membership (maps to a HubSpot active or static list), or a workflow trigger (maps to a HubSpot workflow enrollment criterion); third, document the mapping and confirm it before migration runs. Tags that do not map cleanly to any of these categories typically represent behavioural history that needs to be evaluated separately.

How long does an ActiveCampaign to HubSpot migration take for an Australian business with 10,000 contacts?

An ActiveCampaign to HubSpot migration for an Australian business with 10,000 contacts takes between three and six weeks end to end when done correctly. The contact data migration itself can run in a day, but the surrounding work takes most of the time: the pre-migration audit and data cleaning (one to two weeks), the field and automation mapping exercise (one week), the Privacy Act and Xero reconciliation if applicable (three to five business days), and the post-migration validation and handover (three to five business days). Businesses that skip the pre-migration audit can run the data transfer faster, but typically spend more time correcting problems inside HubSpot in the month after go-live than the audit would have taken.

Our team

The people behind the work

Not a black box. Real specialists you can call, with their names on the work.

Niraj Raut

Niraj Raut

Founder — Ecommerce SEO
Keshab Joshi

Keshab Joshi

PPC Expert
Hawrry Bhattarai

Hawrry Bhattarai

Google Ads Expert
Arogya Rijal

Arogya Rijal

SaaS SEO Expert
About Us →
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CRM migration and data cleanup for Australian businesses

If you are planning an Infusionsoft, Keap, or ActiveCampaign migration to HubSpot, the work that determines whether the migration succeeds happens before the migration runs. A pre-migration audit identifies the problems in the source data that would otherwise follow you into the new platform.

Request a CRM Cleanup Audit →

Ignited Nepal is a Growth Engineering Company. We work with Australian businesses migrating legacy CRM systems to HubSpot and with teams that need their contact data cleaned, reconciled, and Privacy Act compliant before a migration begins.