HubSpot Data Export: All You Need To Know

What Is HubSpot Data Export?

Why businesses export data:

• Business intelligence beyond HubSpot: Sure, HubSpot has great dashboards, but sometimes you need to combine your CRM data with financial data from your accounting system or create custom reports that slice and dice information in ways HubSpot wasn't designed for. When you export the raw data, you can build exactly the analysis you need.
• Data recovery and backup: Yes, HubSpot backs up their platform. But what happens if there's a sync issue, data corruption, or you accidentally delete something important? Having your own copies of critical data means you can restore things quickly without waiting for support tickets or hoping their backup contains what you need.
• Integration between systems: Maybe you're migrating to a different CRM, or you need to sync HubSpot data with your ERP system. Data export becomes the bridge that connects your business systems, especially for one-time migrations or initial synchronization.
• Compliance and audit requirements: If you're in a regulated industry, you might need to produce data for audits, compliance reviews, or legal requests. Having clean, exported datasets makes these requirements manageable rather than panic-inducing.
• Performance analysis that matters: Your board wants to see customer acquisition costs by quarter, but they want it in the same spreadsheet as your advertising spend and revenue data. Export lets you create those cross-functional reports that help make business decisions.

HubSpot Data Export Types: Know Your Options

• Manual Exports (Point-and-Click) This is what most people use. Go to any list view, hit "Export," choose your format, and get an email with your file. Takes 30 seconds to set up, works for up to 1 million records. Perfect for one-time pulls or monthly reports you don't mind doing by hand.
• Automated Exports (Set-and-Forget) Schedule reports to hit your inbox daily, weekly, or monthly. You can also set up workflows to push data to Google Sheets when specific events happen. Less flexible than manual exports, but saves time if you need the same data regularly.
• API Exports (Developer Territory) This is the programmatic route—use HubSpot's API to pull data automatically. More complex to set up, but it gives you precise control over what gets exported and when. Rate limited to 30 exports per day, but you can filter and sort before export.

What Can You Export?

• CRM Records: Contacts, companies, deals, tickets, custom objects
• Marketing Data: Email campaign stats, landing page reports, blog posts
• Sales Activity: Calls, meetings, chat conversations
• Website Content: Pages, blog posts (as HTML files)
• Workflows: Export as spreadsheet or visual diagram
• Form Submissions: With date ranges and custom properties
• Reports & Dashboards: Any report you can view, you can export
• Files: Everything in your file manager as a ZIP
  
  

Can You Export a List from HubSpot to Excel?

How to Export Data from CRM to Excel?

1. Find your data source - Lists, reports, or contact/company views
2. Filter what you need - Don't export everything if you only need active customers
3. Choose your format - Excel (.xlsx) for complex data, CSV for simple lists
4. Export and download - Usually takes 2-10 minutes depending on file size

• Break exports into smaller chunks
• Use filters to split by date ranges or property values
• Consider using HubSpot's Operations Hub if you need this regularly

• Date fields export in ISO format (2024-01-15T10:30:00Z) - you'll need to reformat in Excel
• Custom properties might have internal names instead of display names
• Deal amounts are export without currency symbols
  
  

Here's the step-by-step to export a list from HubSpot to Excel:

1. Go to your list (Contacts > Lists, or Companies > Lists, etc.)
2. Click the list name you want to export
3. Hit the "Actions" dropdown in the top right
4. Select "Export list."
5. Choose your file format (Excel or CSV)
6. Click "Export."
7. HubSpot emails you a download link within a few minutes. The file includes all the properties you can see in your list view, plus any custom fields you've set up.

What you'll get after exporting a list from HubSpot to Excel:

• Up to 1 million records per export
• All visible properties from your list view
• Data formatted exactly as it appears in HubSpot
• File delivered via email (usually arrives in 2-5 minutes)

How Do I Export HubSpot Data to Google Sheets?

Method 1: Export Then Import (One-Time Use)

1. Export your list as CSV (Excel format can get weird in Google Sheets)
2. Open Google Sheets
3. File > Import > Upload your CSV
4. Choose "Replace spreadsheet" or "Insert new sheet."
5. Set delimiter to "Comma" and click "Import data."

Method 2: HubSpot-Google Sheets Integration (Ongoing Use)

1. In HubSpot, go to Settings > Integrations > Connected Apps
2. Search for "Google Sheets" and connect
3. Set up your sync preferences (which objects, how often)
4. Choose your destination Google Sheet

How to Extract a List from HubSpot?

For Contact Lists:

1. Contacts > Lists > Create list
2. Choose "Contact-based."
   • Set your filters: Lifecycle stage equals "Customer."
   • Last activity date is within last 90 days
   • Contact owner is [your team]
3. Save the list
4. Export using the steps above
   
   

For Company Lists:

1. Companies > Lists > Create list
2. Choose "Company-based."
   • Set filters based on what you need: Annual revenue greater than $100K
   • Industry equals "Technology."
   • Number of employees between 50-500
3. Save and export
   
   

For Deal Lists:

1. Sales > Deals
   • Use the filter options at the top: Deal stage
   • Close date
   • Deal owner
   • Amount range
2. Actions > Export view

Pro tip: Save your filtered views. Next time you need the same data, you won't have to rebuild all the filters.

Best Practices for HubSpot Data Export

Before You Export

• Clean your data first: That "test contact" with the email "asdf@test.com" is going to show up in your board presentation if you don't remove it.
  • Read our blog post: HubSpot Support Guide to Identify & Merge Duplicates before you start your contact export.
• Check your properties: Make sure custom fields are actually populated. Empty columns waste everyone's time.
• Filter strategically: Don't export 10,000 contacts when you only need the 200 that bought something last quarter.
  
  

During Export

• Use consistent naming: If you're doing this monthly, use the same file naming pattern. "HubSpot_Contacts_2024-01-15.xlsx" beats "contacts export.xlsx."
• Choose the right format:
  • Excel for data you'll analyze or format
  • CSV for data going into other systems
  • JSON only if your dev team specifically asks for it
    
    

After Export

• Verify your numbers: Quick sanity check - does the record count match what you expected?
• Document any cleanup: If you had to remove test data or fix formatting, write it down. You'll forget by next month.
• Secure the file: Customer data shouldn't sit in your Downloads folder. Move it somewhere appropriate and delete it when done.
  
  

For Regular Exports

• Set up a workflow: If you're doing this monthly, create a checklist. Include which filters to use, where to save files, and who needs copies.
• Consider automation: HubSpot's Operations Hub can handle routine exports automatically. Costs extra but saves hours if you're doing this weekly.
• Monitor data quality: Automated exports will happily deliver garbage data. Check periodically that your source data is still clean.
  
  

Frequently Asked Questions

How many records can I export in HubSpot?

Why is my HubSpot export missing some contacts?

1. View permissions - You can only export what you can see
2. List membership - The contact might not meet your list criteria
3. Property access - Some properties are restricted based on your user role
   
   

Can I export custom properties?

What format should I use?

How often can I export data?

Can I automate HubSpot exports?

1. Operations Hub (HubSpot's paid add-on)—easiest but costs extra
2. Zapier or similar - connects HubSpot to Google Sheets, Excel Online, etc.
3. Custom API integration—requires dev work but is the most flexible
   
   

Why does my exported date look weird?

Can I export deal pipeline data?

• Deal export for basic deal info
• Deal property history for stage changes
• Activity export for timeline data
  
  

Key Takeaways

• The basics work fine for most needs: HubSpot's standard export function handles 90% of what most businesses need. Don't overthink it.
• Plan your exports: Know what data you need before you start clicking. Understand which properties and associations are required to ensure the data retains its context and value. This prevents common issues like missing or incomplete data.
• Clean first, export second: Fix your data quality issues in HubSpot before exporting. Remove duplicates, update outdated information, and ensure consistency. It's easier than cleaning up messy spreadsheets later.
• Format matters:
  • CSV for system imports and large datasets (no column limit)
  • Excel (.xlsx) for human analysis (up to 1M rows, 16K columns)
  • XLS only when required (limited to 65K rows, 256 columns)
• Know your limits:
  • Manual exports: 300 per day, 3 concurrent
  • API exports: 30 per day, 1 at a time
  • Default exports only include current view properties unless you customize
• Automate if you're doing this regularly: Monthly board reports or weekly sales updates are perfect candidates for automated exports. Set it up once using Operations Hub, workflows, or third-party tools, and save hours later.
• Security isn't optional: Encrypt sensitive files, use strong passwords, limit access to those who need it, and set up monitoring for large exports. The export process creates security vulnerabilities that must be managed proactively.
• Prepare for the ID problem: Exported data shows internal numerical IDs instead of human-readable names for fields like "Deal Owner." This isn't a bug—it's how the platform works. Create workflows to copy readable values to custom properties before export, or be ready to do VLOOKUPs afterward.
• Third-party tools for heavy lifting: When you outgrow HubSpot's native capabilities—hitting API limits, needing continuous syncing, or dealing with massive datasets—invest in specialized integration tools like Coefficient, Coupler.io, or Airbyte.
• Test small first: If you're trying a new export method or automation, test with a small dataset first. Better to catch issues with 50 records than 50,000.