How Torigen Pharmaceuticals Achieved a Clean Data Foundation Through a 14-Object HubSpot Migration

Data and Structural Barriers to a Reliable Migration

1. Unreconciled QuickBooks and HubSpot company names.

QuickBooks Online’s Customer Name values did not match the company names already established for HubSpot import. This made a direct CSV import unreliable and risked creating duplicate company records for clinics that already existed in the system.

2. Legacy dropdown values with no HubSpot equivalent.

Fields including species, breed, cancer location, and rabies vaccination status had been recorded using values that did not match HubSpot’s defined property options. This made those fields unusable for reporting or segmentation until every value was individually remapped.

3. A QuickBooks address model that did not match HubSpot’s data model.

QuickBooks treated a customer’s “Alternate Ship To” address as a second, separate customer record, not a second address on the same one. Left unresolved, that mismatch risked creating duplicate customer records in HubSpot for a single real clinic.

4. Fourteen data objects with no shared destination structure.

Podio, Google Sheets, and QuickBooks Online together held 14 distinct data objects, from Cases and Clinics to Distributors and Group Purchasing Organizations, with no common object model connecting them. This made a single client, case, or kit request unfollowable without checking multiple systems by hand.

5. No sandbox environment to test the migration safely.

HubSpot had no sandbox available for this migration, so every mapping rule and transformation had to be verified directly in the production environment before it could be trusted. This left no safety net for catching a migration error before it reached a live record.

6. An unpredictable data-cleanup workload.

The scope of manual reconciliation needed before any record could move was not clear until the team was already inside the data. This meant the project timeline could not be finalized until cleanup was already underway.

How Campaign Creators Mapped Torigen’s Data Onto a New HubSpot Foundation

Campaign Creators treated the migration itself as the primary technical challenge: every object had to be mapped, every mismatched value reconciled, and every transformation validated before a single record moved into production.

System Architecture Design

Podio, Google Sheets, and QuickBooks Online held 14 distinct data objects, from Cases and Clinics to Distributors and Group Purchasing Organizations, with no shared object model connecting them. Campaign Creators mapped each of the 14 objects onto HubSpot’s standard model: Cases and Material/Inventory/CE requests as custom Ticket Types, Clinics/Distributors/Corporate Owners/GPOs as custom Company Types, and Tumor Collection Kit requests as Deals, each carrying the original record relationships forward, not flattened into generic records. That object-level design means a Clinic’s Cases, Calls, and Kit requests all associate directly back to the same Company record, giving Torigen’s team one place to see everything tied to a single clinic, not four unconnected historical exports.

The Integration Build

No native connector existed that could move all 14 objects from three different source systems without a custom build for each one. Campaign Creators selected native HubSpot CSV import as the migration mechanism, chosen for the multi-source data volume, the client’s budget constraints against building a custom API integration for every object, and the client’s own requirement for direct control over data curation before migration. That decision meant the migration didn’t depend on an ongoing, billable integration layer to complete, and gave Torigen’s own team visibility into exactly what data moved and when.

Data Migration

Podio records built up across four years and a rotating series of outside contractors carried inconsistencies, mismatched company names against QuickBooks, dropdown values with no HubSpot equivalent, that a straight technical migration would have carried forward unchanged. Campaign Creators sequenced the migration Podio-first, then QuickBooks, manually reconciling QuickBooks Customer Name mismatches against HubSpot Company records and remapping legacy dropdown values (species, breed, cancer location, rabies vaccination status, and more) to HubSpot’s defined property options before any record moved. That sequencing meant QuickBooks could serve as the system of record for reconciled fields once the reconciliation was done, and every downstream workflow ran against clean, standardized values from the first day of go-live.

Property Set Definition

Torigen’s legacy systems had accumulated categorical fields, species, breed, cancer location, rabies vaccination status, histo-report data, and more, using values that had never been standardized against a single defined list. Each mismatched field was identified individually and remapped to a defined HubSpot property (for example, source values “Dog” and “Cat” mapped to HubSpot’s “Canine,” “Feline,” “Equine,” and “Exotic” categories), not imported as free text. That property-level discipline gives Torigen species- and condition-based reporting that a free-text field could never have supported.

Association Labels and Company Hierarchy

Torigen’s channel structure, individual clinics rolling up to corporate owners and Group Purchasing Organizations, had no equivalent hierarchy in the legacy systems, only manual lookups across separate spreadsheets. Campaign Creators modeled Distributors, Corporate Owners, and GPOs as distinct Company Types, with a “Parent Company” association label connecting a GPO to the clinics operating under it. That structure lets a case or kit request roll up automatically to the correct corporate or purchasing-group context, without a manual cross-reference against a separate spreadsheet.

Automation and Workflows

With no sandbox environment available for this migration, every mapping rule and transformed value had to be verified directly against production data before it could be trusted. Campaign Creators built the migration’s quality checks as a two-team testing process: Data Mapping and Transformation Testing, run by Campaign Creators’ Data Migration Team, checked every field transformation and object mapping against the source records before cutover; Data Validation Testing, run by Campaign Creators’ Quality Assurance Team, compared each migrated record against its source to catch missing, duplicate, or mismatched entries before go-live. That two-team testing structure caught data-quality problems before they reached a live record, not after Torigen’s staff had already started relying on the migrated data.

Building for Adoption

A migration of this scale, 40,000-50,000 records across 14 objects, carried real risk of errors reaching Torigen’s staff before anyone caught them. The Data Validation Testing phase doubled as a final review checkpoint before the migrated data was handed over for daily use, with sign-off following once the migrated records were confirmed to match source data. That checkpoint meant Torigen’s team started working in HubSpot against data already confirmed accurate, not data they had to learn to distrust and double-check by hand.

Impact: A Migration Torigen’s Team Never Has to Repeat

Torigen’s operational data now lives inside HubSpot’s standard object model, with the corporate-owner and distributor hierarchy that legacy spreadsheets could only approximate now built directly into the Company records. Because the categorical fields were remapped to standardized values before import, not carried over as free text, that data is structured to support reporting the moment it’s needed, without a reformatting pass after the fact.

Solve Multi-System Data Migrations With Campaign Creators

Growing businesses that have outgrown a patchwork of contractor-configured tools face the same problem Torigen did: years of inconsistent records spread across systems that were never built to work together, with every new record adding to the cost of eventually consolidating them.

Closing that gap starts with the data itself: reconciling mismatched records before they move, remapping legacy values to a defined schema, and validating every object migration against source data before anyone depends on it.

Campaign Creators builds migration plans that treat data integrity as the deliverable, not a byproduct of moving to a new platform, for businesses consolidating years of legacy systems into one HubSpot foundation. Talk to a HubSpot expert to see how Campaign Creators can build a validated data foundation around your existing systems.

Torigen has continued building on that foundation since the original migration: the company brought Campaign Creators back for a customer portal project and a SyncIQ integration in the years following this engagement, extending the same object model this migration established, not replacing it.