Hupspot Smart Transfer Guide

The Hubspot Smart Transfer tool lets you quickly move key records like contacts and companies from other platforms into your Hubspot CRM without complex imports or manual data entry.

This guide explains how Smart Transfer works, which apps it supports, and the exact steps to bring your data into your portal cleanly and safely.

What Hubspot Smart Transfer Does

Smart Transfer is a built-in import assistant that connects Hubspot to selected third-party apps. It scans your external account, maps compatible fields, and then creates or updates CRM records.

Instead of downloading CSV files, you can connect directly and pull in:

• Contacts
• Companies
• Associated properties (for supported apps)

The feature is designed for speed and simplicity, especially during onboarding or migrations from popular tools.

Supported Apps for Hubspot Smart Transfer

Hubspot Smart Transfer currently supports a specific set of external tools. Availability may change over time, but the core concept remains the same: authorize the connection, choose what to sync, and review before importing.

From the Smart Transfer screen you will see tiles for each available app. Examples commonly include:

• Email marketing services
• Spreadsheets and contact tools
• Other CRM or sales platforms

Each app tile shows what types of data can be transferred, such as contacts only, or contacts and associated companies.

How to Access Hubspot Smart Transfer

You can open the Smart Transfer interface directly from within your Hubspot account. The feature lives in the data import area, along with file-based imports.

Step 1: Navigate to the Smart Transfer screen

1. Log in to your Hubspot account with appropriate permissions.
2. Go to the main navigation menu and open the data import section (where you usually upload files).
3. Select the option for Smart Transfer or “Transfer data from other apps”.

You will now see a gallery of supported external apps you can connect.

Step 2: Choose the external app

1. Review the list of displayed tools.
2. Click the tile for the app you want to connect.
3. Confirm you understand what data types will be pulled in (shown on the tile or within its details).

Once selected, you are prompted to authenticate to that external account.

Connecting External Apps to Hubspot

The connection process authorizes Hubspot to read data from your other tool. Permissions vary by app but usually follow a standard OAuth flow.

Step 3: Authorize the connection

1. Click the call-to-action button, such as “Connect” or “Authorize”.
2. Sign in to the external app if you are not already logged in.
3. Review the access request, which typically includes reading contacts, organizations, or related data.
4. Approve the connection to return to Hubspot.

After approval, Hubspot scans the connected account to understand what records are available for transfer.

Step 4: Review available data

Back in the Smart Transfer flow, you will see a summary of what can be imported, for example:

• Number of contacts found
• Number of companies (if supported)
• Key fields or properties detected

If your external tool organizes records in lists, segments, or groups, you may be able to pick specific subsets instead of importing everything.

Mapping Fields into Hubspot

Before data is created in the CRM, Smart Transfer guides you through a mapping step. This aligns fields from the external app to existing Hubspot properties.

Step 5: Confirm or adjust property mapping

1. Review automatically suggested mappings, such as email to email, first name to first name, and company to company name.
2. For any unmapped fields, choose an existing property from the dropdown or create a new property when appropriate.
3. Check required fields like email for contacts or domain for companies to ensure they are correctly matched.
4. Decide whether to overwrite existing values in Hubspot when duplicates are found, if that option is presented.

Accurate mapping is critical to ensure clean data. If you are unsure about a field, you can leave it unmapped or map it to a custom property for later review.

Running the Hubspot Smart Transfer

Once mapping is confirmed, you can start the transfer. Hubspot processes the records and displays progress and a final summary when complete.

Step 6: Start the transfer

1. Confirm your mapping choices and any deduplication settings.
2. Click the button to begin transferring data.
3. Wait while Hubspot imports records; large data sets may take longer.

You can often leave the page and come back later to check status, depending on your portal configuration.

Step 7: Review the transfer results

After the process finishes, you should see a summary including:

• Total records processed
• Records successfully created or updated
• Any records skipped due to validation issues

You can then open your contacts and companies dashboards in Hubspot to confirm that imported data appears as expected.

Best Practices for Using Hubspot Smart Transfer

To keep your CRM healthy, plan your Smart Transfer sessions with clear goals and checks.

• Clean data first: Remove obvious duplicates or invalid addresses in the external tool before connecting it.
• Start with a smaller subset: If possible, import a test list before bringing in the full database.
• Confirm deduplication rules: Understand how Hubspot identifies duplicates (for example, by email) before importing.
• Document your mapping choices: Keep a record of how source fields are mapped to Hubspot properties for future transfers.

Troubleshooting Hubspot Smart Transfer

If you run into issues, check these common scenarios:

• Authorization errors: Reconnect the external app, confirm your login, and verify that the user account has access to the required data.
• Missing records: Confirm that the records exist in the external tool, are not filtered out by any selection, and meet Hubspot validation rules.
• Mapping conflicts: If properties are mismatched, rerun the Smart Transfer with corrected mapping, or adjust your properties before trying again.

For detailed, app-specific behavior, review the official product documentation on the Hubspot Knowledge Base.

Official Hubspot Smart Transfer Documentation

You can find the authoritative product instructions, screenshots, and up-to-date supported app list in the Hubspot Knowledge Base article: Transfer data from other apps using Hubspot Smart Transfer.

Get Expert Help with Hubspot Data Migration

If you need strategic help planning a larger migration, data cleanup, or CRM rollout, you can work with specialists experienced in complex setups. An agency such as Consultevo can help design your property structure, deduplication strategy, and Smart Transfer workflows to ensure reliable long-term use of Hubspot.

By following the steps above and leveraging Smart Transfer correctly, you can move from legacy systems into Hubspot faster, with cleaner records and fewer manual imports.

Need Help With Hubspot?

If you want expert help building, automating, or scaling your Hubspot , work with ConsultEvo, a team who has a decade of Hubspot experience.

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