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Client Overview
A rapidly growing healthcare technology provider had accumulated years of customer information across multiple CRM systems, spreadsheets, and third-party applications. As the organization expanded, maintaining accurate customer records became increasingly difficult.
Sales, marketing, and customer support teams relied on different sources of information, resulting in duplicate contacts, inconsistent reporting, and communication delays. Leadership lacked confidence in business insights because customer data was fragmented across several platforms.
The organization decided to consolidate everything into HubSpot and approached Aevonyx to lead a structured migration while maintaining business continuity.
Our objective was to create a reliable, centralized, and scalable data foundation that would support future growth and improve collaboration across departments.
The Challenges
The migration project involved several complex challenges:
- Migrating millions of customer records from multiple legacy systems.
- Removing duplicate contacts without losing historical information.
- Standardizing custom properties across departments.
- Maintaining relationships between contacts, companies, and deals.
- Preventing downtime during migration.
Ensuring long-term data governance.
Our Strategies
- Data Discovery & Assessment: We analyzed every existing data source, evaluated record quality, and documented migration dependencies before execution.
- Structured Migration Planning: A phased migration strategy minimized operational risks while allowing internal teams to continue working without interruption.
- Data Governance Framework: We established naming conventions, validation rules, and governance standards to maintain long-term CRM health.
- Quality Assurance: Every migration phase included extensive validation, reconciliation, and testing before moving into production.
Our Planned Solutions
- Data Consolidation: Merged records from multiple systems into a unified HubSpot database.
- Property Standardization: Created a structured property architecture that improved reporting and consistency.
- Duplicate Management: Identified duplicate contacts and implemented automated merge strategies.
- Relationship Mapping: Preserved historical relationships between contacts, companies, tickets, and deals.
- Governance Documentation: Delivered comprehensive documentation to help internal teams maintain high-quality CRM data.
The Result
The project successfully transformed fragmented customer information into a reliable enterprise data platform.
The client achieved:
- Centralized customer information
- Improved reporting accuracy
- Faster sales and support operations
- Better collaboration across departments
- A scalable CRM built for future expansion
HubSpot Data Hub became the organization’s trusted source of customer information, enabling smarter business decisions.
