Symplicity Case Study: $113K/Year Saved Through HubSpot Portal Consolidation

The Challenge

Two portals, duplicate data, and double the cost.

Two portals. Thousands of duplicate companies and contacts. Disconnected activity tracking. Unaccounted for website activity. One fragmented CRM operation.
— Symplicity before consolidation

Symplicity was operating two separate HubSpot portals. The second portal had accumulated its own contacts, companies, marketing assets, forms, landing pages, and website content.

Maintaining two portals meant paying twice for licensing, managing duplicate data, and splitting marketing operations across two systems.

The goal was to consolidate everything into the primary portal and decommission the second one. HubSpot's native migration tools do not support full website content transfers, so the work had to preserve data, forms, pages, redirects, and SEO value without disrupting operations.

The Solution

A complete portal consolidation—from clean CRM records to the web assets HubSpot cannot natively move between portals.

Migrate and Reconcile the CRM

RSM migrated contacts and companies from the secondary portal into Symplicity’s primary HubSpot portal. We identified duplicate records, reconciled the two datasets, and organized the result so the remaining portal became a clean, usable source of truth—not two overlapping databases forced together.

Move the Marketing Operation

The consolidation covered more than CRM records. RSM transferred and reconfigured the forms, landing pages, email templates, workflows, and related marketing assets that supported Symplicity’s ongoing digital operation. The goal was one portal that the team could actually run marketing from, rather than a partial migration that left work split between systems.

Build a Tool for the Website Migration

Website and online assets were the difficult part: HubSpot does not natively provide a complete portal-to-portal migration path for all CMS pages and related online components. RSM’s internal developer created a purpose-built migration tool to support the transfer and validation of those assets. That gave the team a structured alternative to a manual rebuild, helping move website content, templates, redirects, and related assets into the primary portal while preserving the work Symplicity had already invested in.

“

★ ★ ★ ★ ★

Before working with RSM, we had two HubSpot CRM instances and a whole mess of data in both. RSM took the reins and migrated our systems into one, systematically helped us clean and sort the data, and made sense of everything. Now we have a fully functioning CRM! Ricardo is just a great partner to have if you are navigating the messiness of a CRM.

V. Grant

Vice President of Marketing, Symplicity