How to Format Phone Numbers in Hubspot Workflows

Keeping phone numbers consistent in Hubspot is critical for reliable calling, reporting, and integrations. Using workflows, you can automatically reformat phone numbers into a clean, country-specific format without manual data cleanup.

This guide walks through how phone number formatting works, what you need before you start, and step-by-step instructions to configure the workflow action that standardizes your existing and new CRM data.

What the Hubspot phone number formatter does

The phone number formatting action in workflows cleans and standardizes existing values rather than validating if a number is truly callable. It focuses on structure, not live verification.

When the action runs, it attempts to:

• Strip out extra characters such as spaces, brackets, and dots
• Rebuild the number in an international or national format
• Apply a country code based on your settings or contact/company data
• Skip values that cannot be recognized as numbers

This action is available in:

• Contact-based workflows
• Company-based workflows
• Deal-based workflows
• Ticket-based workflows
• Quote-based workflows

For objects that do not store a phone field (for example, some custom objects), the action will not be available.

Requirements before using the Hubspot workflow action

Before you add the formatting step, confirm the following requirements so the workflow runs smoothly and does not overwrite important data incorrectly:

• You are using a workflow type that supports the action (contact, company, deal, ticket, or quote).
• You have at least one phone-related property on the object (e.g., Phone Number, Mobile Phone Number, Company phone number).
• Your users understand that the action reformats data and may change how numbers appear in the CRM.

The formatter does not guarantee that a number is active, owned by the contact, or reachable. It only optimizes structure and consistency inside Hubspot.

Supported phone properties in Hubspot workflows

The action can target specific phone-related fields instead of every property. This allows you to preserve local variations when needed and standardize the core fields used by sales, service, and reporting teams.

Common supported properties include:

• Contact Phone Number
• Contact Mobile Phone Number
• Company Phone Number

Custom phone properties may also be compatible, as long as they are stored as text fields that contain numeric values. In the configuration panel, you choose exactly which phone properties the action should format.

How to add the Hubspot phone number formatting action

Follow these steps to add and configure the formatter in a workflow so your records are updated automatically.

Step 1: Create or open a Hubspot workflow

1. In your Hubspot account, navigate to Automation > Workflows.
2. Create a new workflow or open an existing one where you want to clean phone numbers.
3. Confirm the workflow type is supported (for example, contact-based).

Step 2: Add the phone number format action

1. In the workflow editor, click the + icon to add a new action.
2. In the action search bar, type Format data or locate the phone number formatting action under data management utilities.
3. Select the phone formatting action to insert it at the chosen point in your workflow.

Step 3: Choose which Hubspot phone fields to format

1. In the action settings panel, select the phone properties you want to standardize (for example, Phone number and Mobile phone number).
2. Review any listed limitations, such as unsupported property types or read-only fields.
3. Save the property selection to move on to formatting rules.

Step 4: Configure country and format rules

To ensure consistent results across your CRM, define how the formatter should interpret and output country codes.

1. Select whether the default country should come from a record property (for example, Country/Region) or from a fixed country you choose.
2. Choose an output style, such as standardized international format, if that option is available in your subscription.
3. Confirm how to handle records with missing or unclear country information.

Hubspot uses the country context you provide to decide which calling code to apply and how to organize area codes and local numbers.

Step 5: Review, test, and enroll records

1. Save the action, then review your workflow for any enrollment triggers and re-enrollment conditions that will control when the formatting runs.
2. Use a small test list or a few sample records to enroll and confirm the output of the formatted phone numbers.
3. Open a test contact, company, or deal and check the updated phone properties to ensure they match your expected format.
4. Once you are satisfied with the behavior, turn the workflow on or expand enrollment to more records.

Best practices for managing phone data in Hubspot

To maintain long-term data quality, pair the workflow formatter with broader data governance habits in your CRM.

• Standardize at the source: Use form field help text and internal guidelines so reps enter numbers in a consistent style before workflows run.
• Avoid manual overrides: Train your teams not to add punctuation or text notes inside phone fields; store notes in separate properties.
• Monitor error rates: Periodically review records where the formatter could not parse the phone number; create cleanup views or reports for these cases.
• Combine with validation: Where possible, add form validation or third-party tools to check if numbers are reachable.

By pairing automation with simple governance habits, you reduce the need for one-time cleanup projects and help every new record stay aligned with your standards.

Use cases for the Hubspot phone formatting feature

Teams across sales, marketing, and service benefit from consistent phone data, especially when they rely on calling tools and reporting.

• Sales teams: Clean phone values improve call connection rates, power dialer reliability, and call logging.
• Marketing teams: Better segmentation for SMS or phone-based campaigns, especially across multiple countries.
• Service teams: Fewer failed callbacks and smoother integration with help desk or telephony systems.
• Operations teams: Easier syncing with external tools that expect standardized phone formats.

Any organization that imports lists, connects external systems, or deals with global data can use this feature to keep Hubspot records aligned.

Where to learn more about Hubspot phone formatting

If you want to see the full official documentation, including the latest interface labels and any regional considerations, review the guide on the Hubspot knowledge base: Format phone numbers using workflows.

For strategic help setting up broader CRM automation and data management, you can also work with specialists who implement workflows, data quality rules, and reporting frameworks. A starting point is the consulting resources at consultevo.com, where teams focus on optimization and automation strategy.

Summary: keeping phone numbers clean in Hubspot

Using the built-in phone number formatting action in workflows, you can automatically tidy and standardize your phone fields across objects. By configuring country rules, selecting the right properties, and testing enrollments carefully, your Hubspot database stays more accurate, more usable, and better prepared for calling, reporting, and integrations over time.

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