Accountancy and advisory

An accountancy firm’s HubSpot migration from Odoo: 76,000 invoice records, no history lost

We moved clients, subscriptions and invoicing from Odoo 19 to HubSpot, connected Stripe payments and automated the allocation of work between accountants.

I want to migrate my CRM Migration service
76,000
invoice records migrated from Odoo 19
Stripe
payments reconciled with the invoices in the CRM
0
projects allocated to accountants by hand
Industry
Accountancy and advisory (gestoría)
Company type
Professional firm with a team of accountants
Systems
Odoo 19, HubSpot and Stripe
In HubSpot
Clients, subscriptions, invoices and projects
Duration
In phases

The challenge

The whole firm depended on Odoo

The firm kept its clients, recurring fees and entire invoicing history in Odoo 19. It wanted to manage client relationships in HubSpot, but couldn’t afford to lose data or miss a single month’s invoicing during the switch.

Payments came in through Stripe and had to be matched to each invoice. And new clients and projects were allocated to accountants by hand, with no clear view of how much work each one already had.

The challenge was twofold: move a large volume of data safely and, at the same time, use the switch to automate everything that was being done by hand.

The solution

A full migration and automated processes in HubSpot

  1. Data map from Odoo to HubSpot

    We defined how each Odoo entity (clients, subscriptions, invoices and line items) would map to the HubSpot model, with its associations.

  2. Batch migration with checks

    We moved around 76,000 invoice records in batches, with test runs and record count checks before the final cut-over.

  3. Subscriptions in the CRM

    Each client’s recurring fees now sit in HubSpot, linked to their company and invoices, so you can see at a glance what every client pays.

  4. Stripe reconciliation

    Stripe payments are matched against the invoices in the CRM, so payment status is always up to date without checking statements.

  5. Automatic project allocation

    Each new project is assigned to the accountant with the lightest workload at that moment, with no manual decisions and no overflowing inboxes.

The results

One system for clients, fees and payments

Full history in HubSpot

Around 76,000 invoice records migrated from Odoo 19, linked to their clients.

Payments that reconcile themselves

Stripe payments are reconciled with invoices without cross-checking data by hand.

Balanced workload

Projects are allocated automatically to the accountant with the least pending work.

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