How to Set Up Your HubSpot Import File Correctly

Preparing your data in a clean spreadsheet is the most important step before importing into Hubspot. When your import file is correctly structured, you reduce errors, avoid duplicates, and make sure every contact, company, deal, ticket, and note lands in the right place in your CRM.

This step-by-step guide walks you through how to format your file, name your columns, and choose the right properties so your next import goes smoothly.

Core Requirements for a HubSpot Import File

Before you upload any spreadsheet, you should confirm that your file matches the basic requirements. These rules help HubSpot read each row accurately and match it to the right object and property.

Supported file types and structure

Your import file must follow these standards:

• Use one worksheet (tab) per file.
• Save as CSV, XLS, or XLSX.
• Include a header row with property names in the first row.
• Enter one record per row under the header.

If you are importing multiple objects at once (for example, contacts and companies), you typically use separate files for each object, then use a unique value to associate them.

General formatting rules for all objects

Across all HubSpot objects, use these universal formatting rules:

• Avoid blank columns in the middle of your data.
• Remove formulas; paste values only.
• Delete any totals or summary rows.
• Use plain text in cells, not special characters where they are not needed.

Keeping your sheet simple helps HubSpot process each record accurately during import.

Choosing and Naming Columns for HubSpot Properties

Each column in your file will map to a HubSpot property. Good planning here ensures your data appears correctly in your CRM.

Match column headers to HubSpot properties

Every column header should describe a single property. During the import wizard, you will be asked to map each header to an existing property or create a new custom property. To save time, you can:

• Name headers closely to existing default properties, such as First Name, Last Name, or Email.
• Keep header names short and clear.
• Avoid duplicate column names.

If HubSpot cannot automatically recognize a header, you will still be able to manually map it during import.

Required columns by object type

Different object types in HubSpot require different unique identifiers. Make sure you have at least one unique property per object so you can create and update records accurately.

• Contacts: An email address is typically required for unique identification.
• Companies: Use a company domain or another unique company property.
• Deals: Use a deal name plus a unique ID if possible.
• Tickets: Use a ticket name or ID that clearly identifies each row.
• Notes: Include enough detail to associate notes with contacts, companies, deals, or tickets.

Having a unique value makes it easier to update existing data in the future without creating duplicates.

Formatting Contact Data for HubSpot

Contacts are usually the first records you import. Clean contact data makes marketing and sales automation more reliable.

Standard contact fields

Use one column per property for contacts. Common contact properties include:

• First name
• Last name
• Email
• Phone number
• Job title
• Lifecycle stage
• Country or region

Make sure values are consistently formatted. For example, use the same country names across all rows and a consistent phone format where possible.

Email addresses and unique identifiers

Email is the primary unique identifier for contacts in HubSpot. Follow these practices:

• One email address per contact row.
• Use valid email formats only.
• Avoid placeholder emails like test@example.com unless they truly represent a record.

This helps the import tool create new contacts and update existing ones without confusion.

Formatting Company, Deal, and Ticket Data in HubSpot

Company, deal, and ticket imports follow the same general principles but often rely on different key properties.

Company imports

For companies, set up columns such as:

• Company name
• Company domain
• Phone number
• Industry
• City and country

Company domain is especially useful for matching and updating company records over time.

Deal imports

Deal records in HubSpot should include all the information your sales team needs. Common deal columns are:

• Deal name
• Deal stage
• Pipeline
• Amount
• Close date

Close dates should use a consistent date format that the import wizard can interpret. You will be able to define how dates are interpreted during mapping.

Ticket imports

Ticket records usually include:

• Ticket name or subject
• Pipeline
• Ticket status
• Priority
• Create date

Organized ticket data helps support teams report accurately and manage queues in HubSpot.

Importing Notes and Associations in HubSpot

Notes can provide valuable context on past interactions. When you import them, you often need to associate them to other objects.

Note content and structure

Prepare your notes file with columns like:

• Note body or content
• Create date
• Owner or creator

Keep note content in plain text and avoid very large blocks of text when possible, as shorter notes are easier to review and report on.

Associating notes with contacts, companies, or deals

To connect notes to existing records in HubSpot, include association columns such as:

• Contact email (to link the note to a contact)
• Company domain (to link the note to a company)
• Deal name or ID (to link the note to a deal)

During the import process, you will map these columns as association keys so that each note attaches to the proper record.

Step-by-Step: Importing Your File into HubSpot

Once your file is ready, the import wizard will guide you through uploading and mapping each property.

1. Choose your object type

From your CRM, go to the import area and select whether you are importing contacts, companies, deals, tickets, or notes. You can also choose multiple objects if you are using association imports.

2. Upload your prepared file

Select your spreadsheet and confirm the object type. The wizard will read your header row and show you a preview of your data.

3. Map columns to HubSpot properties

For each column, you will:

1. Match it to an existing property, or
2. Create a new custom property if none exists.

Check that key fields such as email, company domain, and pipeline values are mapped to the correct properties.

4. Review and start the import

After mapping, review the summary, confirm that the number of records looks right, and start the import. Once it finishes, sample a few records in your CRM to confirm that all values were placed as expected.

Best Practices Before Finalizing a HubSpot Import

Taking a few extra steps before running a full import can prevent problems later.

• Test with a small sample: Import 10–20 rows first to confirm mappings.
• Normalize values: Standardize country, industry, and status values.
• Back up your original data: Save a copy of your original file before editing.
• Plan custom properties: Decide which new properties you truly need, rather than creating too many.

If you want expert help with CRM migrations, data cleanup, and optimizing your imports, you can work with specialists at Consultevo.

Where to Learn More About HubSpot Import Rules

For the most detailed and up-to-date technical instructions, refer to the official documentation. You can find specific examples and screenshots for import settings on the original knowledge base article here: HubSpot import file setup.

By following the guidelines in this article and confirming your mappings carefully, you will keep your CRM clean, accurate, and ready for automation.

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