Seamless HubSpot to n8n CRM Migration with Workflow Automation

Switching your CRM from HubSpot to n8n isn’t some huge nightmare you have to dread. Honestly? It opens up a ton of cool automation tricks you probably didn’t realize you wanted. If you’re eyeing Upwork gigs that mention “automation” or “workflow wizardry,” knowing how to pull off this migration and keep things humming smoothly is a solid way to stand out.

This write-up will show you how to make that jump without breaking a sweat (or losing your sanity), and while you’re at it, how to automate workflows so everything runs like clockwork.

Why even bother moving from HubSpot to n8n anyway?

HubSpot’s great. It’s got some legit marketing and sales tools, and tons of people use it. But sometimes you want more. More control. More flexibility. Less “pay for every little feature.” That’s where n8n shines. It’s open-source, which means you’re not trapped behind walls set by some big corporate pricing scheme.

I’ve spent enough hours wrestling with rigid CRMs to appreciate what n8n brings to the table. Custom workflows, tailored exactly to what your business needs — no cookie-cutter nonsense. Also, n8n has over 200 integrations ready to plug into practically anything you use. The official docs back me up on this, and yeah, their visual flow builder is surprisingly easy once you get past the initial “what do I do now?” moment.

If HubSpot’s pricing tiers or limitations on workflow automation have ever irritated you, welcome to the n8n club. Here, you control data, workflows, and who knows—maybe you even get some downtime back.

What’s actually good about moving to n8n?

• It’s open-source. So, if you want to tweak something or build unique connectors, you can. No vendor lock-in here.
• Costs less. You avoid paying for fancy tiers just to get basic automation.
• Clear visual workflows. You can see what’s running, tweak it, and fix issues without guessing.
• More connections. Play well with more apps beyond the usual suspects HubSpot sticks to.
• Data freedom. You decide where your precious customer info lives — cloud, on-prem, whatever fits.

Getting ready — don’t jump in blind

Before tearing down HubSpot and trying to shove everything into n8n, you’ve got to prep. Migrating data and workflows without a plan equals chaos. Trust me, I’ve been there.

Step 1: Take stock of your HubSpot stuff

• What exactly do you need? Contacts? Deals? Tickets? Probably all those.
• What automations are currently running your show? Write down triggers, what happens, and any quirks.
• Try exporting a sample of your data via HubSpot’s export tools or, if you’re comfy, the API route. The official HubSpot API docs are your friend here.

Step 2: Get your n8n setup right

• You can set up n8n on your own server, or just use their cloud offering (easy start, less hassle). For guidance, you can check out how to self-host n8n.
• Spend some time poking around the workflow builder — it might feel weird at first, but you’ll catch on. The n8n docs are surprisingly decent.
• Don’t forget — you’ll need API keys and credentials for connecting all the services you plan to use. Have those ready.

Step 3: Figure out how HubSpot data fits into n8n

HubSpot’s data model isn’t one-to-one with n8n’s, so you want a solid plan:

• Map out what fields correspond where, like contact properties.
• Think about deals, companies, and any custom fields you’ve added.
• JSON schema mapping is your best bet here — it’s like translating one language into another.

Actually moving stuff over and automating

Alright, now the fun part.

Step 1: Pull data from HubSpot with their API

Inside n8n, you’ll use HTTP Request nodes or dedicated HubSpot nodes to grab your data chunk by chunk. It’s not just “grab everything at once” because APIs have limits (rate limiting is real).

• Use the HubSpot API credentials in n8n for authentication.
• Handle paging so you don’t miss contacts buried deep.
• Keep an eye on API call limits so you don’t get locked out.

Step 2: Clean and shape your data on the fly

This part takes some finesse.

• Run your data through Function nodes (JavaScript bits) inside n8n to tweak formats.
• Get rid of duplicate contacts (because nobody wants confusion).
• Make sure dates look uniform.
• Standardize phone numbers and emails so your follow-ups don’t go sideways.

Step 3: Push data where it counts and rebuild workflows

Once your data looks good, send it into your new CRM setup. If you’re managing other databases (Postgres, MySQL), set n8n to connect there, or even into another CRM if you want.

This is also where you re-create sales automations, lead scoping, and email follow-ups using n8n’s building blocks.

Quick story from the trenches

Just last month I helped a client move their HubSpot contacts and sales pipeline into n8n. Took me a couple days (with a lot of coffee). Once the contacts were in, I hooked up workflows so that when a new lead popped up, n8n fired off an SMS reminder and a follow-up email without me lifting a finger.

Oh, and every step got logged into a Google Sheet — simple reporting magic. What’s cooler? The deal stages updated live as the lead moved through the funnel. No more manual updates, no slip-ups, just smooth sailing.

Why n8n really rocks for workflow automation

If you like seeing your automations clearly laid out, n8n won’t disappoint.

• You can make things go different ways based on conditions—like different emails for different lead scores.
• Schedule stuff. Reports, syncing, whatever you need, on your timetable.
• Mix and match apps like CRM tools, chats, marketing platforms, analytics—you name it.
• Built-in error handling means if something trips, you get notified and it retries. Saves you from endless midnight firefights.

Some tips before you get lost in workflows

• Don’t skip testing! Set up a staging area and hammer the workflows there before touching real data.
• Document what you build. Sounds boring, but it’s a lifesaver when you (or someone else) come back later.
• Use the n8n forums and docs — the community is actually helpful. You’re not flying solo.

Wrapping it up

Moving from HubSpot to n8n is totally doable, even if you’re not a hardcore coder. The flexibility and control you get are worth the time, plus you’ll save money compared to HubSpot’s pricier tiers.

And if you want freelance jobs on Upwork that involve automation—this is a skill that opens doors. Being able to confidently say, “I can migrate your CRM and automate your sales workflows,” gets attention.

So yeah. Want to tame your CRM chaos and let automation take the wheel? Give n8n a whirl. It might just make your business life way easier.

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Your move:
Fire up a free n8n instance and start sketching your workflows. Check out the official n8n documentation—they’ve got examples and guides that make this whole thing a lot less scary. Now go on, get your CRM humming.