Exporting Data from HubSpot

Why We Need Exports

We often ask for a data export from HubSpot early in a project. It helps us understand your data structure, identify custom properties, plan field mappings, and spot cleanup needs — all before we write any integration code.

Exports are also useful for migrations, audits, and backup before major changes.

Option 1: HubSpot’s Built-In Export

This is the fastest way and works for most situations.

Exporting Contacts

1. In HubSpot, go to Contacts in the main navigation
2. Apply any filters you want (or leave unfiltered for all contacts)
3. Look for the export option in the table view — it’s typically accessible from the actions area above the table
4. Choose your file format. CSV is what we need in most cases
5. Select which properties to include. If unsure, export all properties — we can filter on our end
6. HubSpot will email you a download link when the export is ready

Exporting Deals

1. Navigate to Deals in the main navigation
2. Switch to the table/list view if you’re in the board view — exports work from the list view
3. Follow the same export process as contacts
4. Make sure to include deal stage, pipeline, and any custom deal properties

Exporting Companies

1. Go to Companies in the main navigation
2. Same process — filter if needed, then export to CSV

What to Expect

• Files are CSV format
• Each row is one record
• Column headers are the property internal names, not always the display names
• HubSpot includes a timestamp column for when the export was generated
• Large exports (50,000+ records) may take a few minutes to process

Option 2: API Export

For larger datasets or ongoing exports, we pull data directly through the HubSpot API using your private app token. This is something we handle on our side — you don’t need to do anything except ensure the private app is set up with the right scopes.

When we use API export instead of manual:

• The dataset is too large for manual export limits
• We need associated records (e.g., deals linked to contacts linked to companies) in a structured format
• We need to export custom objects
• The export is part of a recurring sync, not a one-time pull

Sending Us the Export

Don’t email CSV files — they often contain personal data (names, emails, phone numbers). We’ll provide a secure upload link. If you don’t have one, ask us.

If the file is too large to upload, let us know and we’ll set up an API export instead.

Common Issues

Export Doesn’t Include All Records

If you have filters applied in the list view, HubSpot only exports the filtered set. Clear all filters before exporting to get everything.

Column Names Don’t Match What You See in HubSpot

HubSpot exports use internal property names, not display labels. For example, you might see hs_lead_status instead of “Lead Status.” This is normal and actually helpful for integration work since we reference internal names in the API.

Missing Custom Properties

If a custom property doesn’t appear in the export, it may not be selected in the export options. When in doubt, select all properties.

Deals Missing from Export

If you’re in the pipeline board view, make sure to switch to the list view. Some export options aren’t available from the board view.

Next Steps

• Need to create custom properties before exporting? Read HubSpot Custom Properties
• Set up API access: HubSpot Private App Setup
• Learn more about our HubSpot Implementation Services