The situation
A professional services company had built its entire sales and marketing operation on Keap Max Classic (Infusionsoft). 147,000 contacts, 19 active lead magnets, years of automation logic. The platform was the engine behind how they acquired and converted customers.
Keap had served them long enough that migrating away felt risky. But staying carried its own costs, ones they were already living with: campaigns that couldn't render properly on mobile, integrations that required workarounds, and processing delays slow enough to hit conversion rates in real time.
What needed to change
Keap's outdated email builder couldn't produce mobile-responsive campaigns, integrations with modern lead capture tools were cumbersome, and automation lacked the sophistication needed to support the sales team. Slow processing times were directly impacting conversions.
The migration carried real risk. Custom fields needed manual mapping, automation workflows had to be rebuilt from scratch, and email templates were incompatible. Historical data, including email history, SMS, and campaign interactions, could not be exported from Keap at all. Duplicate contacts added further complexity.
How it was solved
Started with a thorough market analysis of CRM options against current and future requirements, evaluating scalability, integration depth, and automation capability. Presented a final recommendation to the executive team and secured approval before any migration work began.
Scoped the project to only what mattered for launch: critical sales workflows, active lead capture paths, billing continuity, and essential reporting. Left the outdated, irrelevant automations behind rather than porting technical debt into the new system.
Executed the data migration with careful attention to field mapping, deduplication, and data integrity, transferring 85% of contact data and converting all 19 lead magnets. Delivered documentation, recorded training sessions, and dedicated support during the adoption window to minimize disruption.
What changed
The migration completed without breaking the sales pipeline. All 147,000 contacts moved to HubSpot, 85% of contact data transferred cleanly, and every one of the 19 lead magnets came across operational in the new platform.
The team gained a modern CRM with mobile-responsive email, native integrations with their lead capture tools, and automation built around how the sales organization actually works. The bottleneck that had been quietly costing them conversions was gone, replaced by a platform the business could grow into.
