How Symplicity Eliminated $9,459/mo in HubSpot Costs

Before moving anything, RSM mapped the work across both HubSpot portals. The team needed a shared view of what lived where: contacts and companies, associations, properties, forms, landing pages, workflows, templates, website content, and the operational processes attached to them. That discovery phase established the migration boundaries and identified which portal would become the long-term system of record.

The planning work also made the rest of the engagement safer and more deliberate. Rather than treating the two portals as identical copies of the same business, RSM documented the differences that mattered: overlapping records, duplicate fields, assets that still supported active marketing activity, and website components that would need special handling. From there, RSM created a sequence for cleanup, migration, validation, and final review so the consolidation could move forward without turning into a rushed copy-and-paste exercise. The same planning discipline applies across CRM migrations; RSM covers what a careful CRM migration requires before the move begins in more detail.

A portal consolidation is an opportunity to remove the clutter that makes a CRM harder to use. RSM audited both environments before migrating the full workload, reviewing duplicate and overlapping records alongside the properties, workflows, forms, landing pages, email templates, and other assets that had accumulated across two separate systems.

That audit was about more than deciding what to bring over. It gave Symplicity a chance to identify what no longer belonged in the future-state portal, what needed to be retained and reconfigured, and where two versions of the same operational setup needed to be reconciled. Cleaning up at this stage reduced the risk of simply recreating the same mess in a single, more expensive portal. It also gave the migration a clearer standard: the destination portal needed to be a usable source of truth for the team, not just a larger archive of everything that existed before. This audit-first discipline is the same type of structural review supported by RSM Audit, RSM’s HubSpot Portal Audit Tool.

With the migration plan and cleanup decisions in place, RSM consolidated the CRM data from the secondary portal into Symplicity’s primary HubSpot portal. The scope included the contact and company records that the organization relied on, along with the relationships and context needed for the consolidated CRM to remain useful after the migration.

RSM did not treat every matching-looking record as an automatic merge. The work required identifying duplicates and overlaps, reconciling the two datasets, and organizing the remaining records into one coherent system. That meant checking that the consolidated information made sense in the destination portal—not merely that it could be imported. The outcome was a cleaner CRM with one place for the team to work from, rather than two overlapping databases forcing users to wonder which record, property value, or company history they should trust. The reconciliation work followed the same core principles behind HubSpot CRM data hygiene: clean, trusted records are what make a CRM useful after the migration is complete.

The website was the unusual part of the engagement. HubSpot does not natively provide a complete portal-to-portal migration path for all CMS pages and related online components. Moving the visible pages was not enough; the work also had to account for the assets and page-level building blocks behind them, including templates, redirects, and the supporting components that keep an existing web presence functional.

To address that gap, RSM’s internal developer created a purpose-built migration tool to support the transfer and validation of website and online assets. The tool provided a structured alternative to rebuilding every page manually or relying on an incomplete export. It supported the movement of website content, templates, redirects, and related assets into the primary portal, then gave the team a way to validate that the transferred work was present and organized correctly. This was a critical part of protecting the investment Symplicity had already made in its website while bringing the business into one HubSpot environment.

A consolidation is not complete when records and pages have been moved. The final stage focused on validating that the combined portal could support Symplicity’s day-to-day work. RSM tested the migrated setup, reviewed the transferred assets and data, and used QA to identify issues that could otherwise appear only after the team began working from the new environment.

That included reviewing the operational pieces that make a HubSpot portal usable: the forms and workflows that support marketing activity, the website and redirect behavior that supports the online experience, and the reporting foundation the team needs to understand what is happening in the CRM. The purpose of this final verification was to confirm that the consolidation had produced a coherent working system—not simply that a migration had technically run. By the end, Symplicity had one functioning HubSpot CRM, a clearer operating environment, and a partner-supported process for making sense of the complexity that came with bringing two portals together. For more on why that final validation matters, see RSM’s guide to why reports go wrong when data quality is ignored.