Solving Complex Data Architecture: How We Helped a Financial Services Provider Transition from Salesforce to HubSpot

A leading financial services provider, specializing in commercial financial solutions for banks and platforms, required a more efficient and structured data management system. Their transition from Salesforce to HubSpot presented challenges in handling complex data relationships across multiple objects, including owners, merchants, shops, loans, and cases. 

Without a strategic migration plan, data redundancy, reporting inefficiencies, and system fragmentation threatened to slow down operations. Origin63 developed and implemented a tailored HubSpot data architecture that eliminated duplication, improved reporting capabilities, and enhanced operational clarity, allowing for a seamless transition and long-term scalability.

The Challenge

The financial services provider faced several key challenges in managing their data effectively:

• Complex Relationships: Their existing data structure involved intricate, multi-layered relationships between owners, merchants, shops, loans, and cases, making it difficult to maintain consistency across records.
• Data Duplication: The lack of standardized associations in Salesforce led to redundant records, increasing the risk of errors and inefficiencies in managing customer and financial information.
• Inefficient Reporting: Scattered and duplicated data complicated the generation of accurate, real-time reports, impacting business decision-making and overall operational visibility.

The Solution

To resolve these challenges, we designed and implemented a customized HubSpot data architecture that ensured a seamless transition while optimizing data management:

1. Contacts:
   • Converted owners into HubSpot Contacts, simplifying stakeholder tracking and ensuring a clear distinction between individual and business entities.
2. Companies:
   • Reorganized Merchants and Shops as Companies within HubSpot, establishing parent-child relationships to accurately reflect business hierarchies and eliminate redundancy.
3. Custom Objects:
   • Created a Loans custom object to maintain one-to-many relationships with Companies and Cases, providing structured visibility into financial transactions.
4. Tickets:
   • Migrated Cases into HubSpot Tickets, enabling workflow automation through customized pipelines tailored to different case types, streamlining issue resolution and service management.
   
   
   

Execution

Our structured approach to implementation ensured a smooth migration and long-term sustainability of the new system:

• Data Mapping and Migration:
  • Conducted a comprehensive data mapping process to align Salesforce fields with HubSpot properties, ensuring accuracy and consistency during the migration.
  • Transferred all necessary records while maintaining data integrity and eliminating obsolete or redundant information.
• Custom Object Setup:
  • Implemented the Loans object in HubSpot with well-defined associations to Companies and Tickets, enhancing visibility into financial data.
• Pipeline Customization:
  • Designed ticket pipelines tailored to specific case categories, optimizing case resolution workflows and automating service processes for improved efficiency.
• Association Labels:
  • Applied structured association labels to improve the organization and retrieval of data, enabling teams to navigate relationships between entities more effectively.

The Results

The implementation of the new HubSpot data architecture delivered significant operational improvements:

• Eliminated Redundancies:
  • Streamlined data management by removing duplicate records, improving accuracy, and reducing the risk of inconsistencies.
• Enhanced Reporting:
  • Enabled real-time tracking of loan statuses and case resolutions, equipping teams with actionable insights to make informed decisions.
• Improved Collaboration:
  • Centralized data across sales, marketing, and service teams, ensuring smoother workflows and better interdepartmental coordination.

Lessons Learned

This project underscored the importance of aligning data architecture with business operations. By leveraging HubSpot’s advanced capabilities, we transformed a complex, fragmented system into an efficient, scalable solution that supports future growth. Our structured approach to migration ensured data integrity while optimizing business processes, demonstrating the value of strategic planning in system transitions.

Struggling with complex data relationships and inefficient reporting? 

Contact Origin63 today to discover how we can help you build a scalable and structured data architecture in HubSpot, ensuring seamless operations and data-driven decision-making