Master Hubspot imports: complete data import guide

Importing records into Hubspot is essential when you are migrating your CRM, consolidating spreadsheets, or updating large volumes of data. This guide walks you through importing objects, choosing the right file format, mapping columns correctly, and avoiding common errors so your database stays accurate and clean.

What you can import into Hubspot

The import tool supports most core CRM objects, letting you build or update your database from CSV, XLS, or XLSX files.

• Contacts
• Companies
• Deals
• Tickets
• Products
• Notes
• Calls
• Tasks
• Feedback submissions
• Custom objects (in supported subscriptions)

You can also import associations between these objects, such as linking contacts to companies or deals to tickets, by using dedicated columns or multiple files.

Prepare your files before importing into Hubspot

Clean, well-structured files dramatically reduce import errors. Spend time preparing your data before starting the process inside Hubspot.

Choose a supported file format

Your import file must be one of the following types:

• .csv (recommended for most scenarios)
• .xls
• .xlsx

Each file should contain column headers in the first row. These headers will be mapped to properties during the import process.

Structure your columns correctly

For each object type, align your columns with the properties you intend to populate or update. Best practices include:

• Use a single row per record.
• Keep header names clear and descriptive.
• Avoid mixed data types in a single column (for example, do not mix text and numbers).
• Remove duplicate header names.

If you plan to import associations between objects in Hubspot, reserve columns for association keys (such as email, company domain, or record IDs).

Handle unique identifiers for records

Unique identifiers determine how imports create or update records. Common identifiers include:

• Email address for contacts
• Company domain name for companies
• Object ID (record ID) for any CRM object

When these identifiers are present, Hubspot can detect whether to update an existing record or create a new one.

Start a standard import in Hubspot

Once your data is ready, you can start importing from your CRM settings.

Step-by-step: import a single object file

1. Sign in to your account and navigate to your CRM settings.
2. Locate the import tool for data management.
3. Select the option to import file from computer.
4. Choose One file when importing a single object such as contacts or companies.
5. Specify the object you want to import (for example, Contacts).
6. Upload your prepared file.

After upload, the tool will display a mapping screen where you connect file columns to object properties.

Step-by-step: import multiple objects and associations

If your data spans more than one object or you want to create links between records during the process, you can import multiple files at once.

1. Open the import tool in your account.
2. Select file from computer.
3. Choose Multiple files with associations.
4. Upload each file, making sure the headers include columns that can link records (for example, email, company domain, or IDs).
5. Confirm which object each file represents.
6. Continue to the mapping step to align columns and define associations.

This option lets you build a connected CRM structure inside Hubspot in one workflow.

Map your columns to Hubspot properties

Mapping is the core step of the import process, turning raw columns into structured CRM properties.

Use automatic mapping suggestions

The tool attempts to match file headers to existing properties using header names and data types. You will see suggestions such as:

• Header “Email” mapped to contact property Email
• Header “Company Name” mapped to company property Name
• Header “Deal Stage” mapped to deal property Deal stage

Review each suggestion. Correct any mismatches before proceeding, as inaccurate mapping can pollute your data.

Create new properties during import

If a column does not match an existing property, you can create a new property directly from the mapping screen for supported objects. Typical examples:

• Custom lifecycle tags
• Internal reference codes
• Secondary classification fields

Define property type (text, number, date, dropdown, etc.) so Hubspot can validate and store values correctly.

Skip columns you do not need

Some spreadsheet columns may not be required in your CRM. In the mapping interface you can mark any column as Do not import. This helps you:

• Avoid cluttering records with low-value data.
• Reduce import processing time.
• Keep only relevant properties inside Hubspot.

Configure deduplication and record updates

How new data interacts with existing records is controlled by deduplication rules and update settings.

Default deduplication behavior

By default, the system checks common unique identifiers to avoid creating duplicates:

• Contact email addresses
• Company domain names
• Object IDs stored in the CRM

When a match is found, the import updates the existing record instead of creating a new one.

Control how values are updated

During the import setup, you can decide how new values interact with existing ones:

• Update existing properties: overwrite existing values when the file includes a non-empty value.
• Only fill in blank fields: update properties only if the record currently has no value.
• Allow clearing values: in some configurations, special placeholder values can be used to clear existing data.

Choose the option that aligns with your data hygiene policies to keep Hubspot records consistent.

Review, validate, and run your Hubspot import

Before executing the import, you will see a summary screen showing key settings.

Check the import summary

Verify the following details:

• Object type(s) you are importing.
• Number of files and columns detected.
• Deduplication settings and update behavior.
• Number of properties that will be created or updated.

If something appears incorrect, go back to adjust mapping or upload a revised file.

Monitor progress and handle errors

After starting the import, progress details will appear on the imports dashboard:

• Number of rows processed
• Number of records created
• Number of records updated
• Any rows that failed to import

You can download an error file that lists problematic rows, along with reasons such as invalid property values, missing required fields, or mismatched data types. Correct these issues in your spreadsheet and re-import the fixed rows.

Best practices for ongoing data imports in Hubspot

Consistent import routines help maintain a reliable CRM over time.

Standardize templates for your team

Create shared spreadsheet templates that mirror the properties used in your portal. Include:

• Predefined header names aligned with CRM properties.
• Guidelines on formats for phone numbers, dates, and monetary values.
• Notes about required fields for each object.

Standardization reduces mapping time and the risk of inconsistent data entering Hubspot.

Schedule regular quality checks

Even with a careful process, imports can introduce inconsistencies. Build a routine to:

• Audit new records after large imports.
• Filter for records missing required fields.
• Check for unexpected spikes in contact or company counts.

These checks help you quickly detect and correct issues that might affect reporting and automation.

Where to get more help with Hubspot imports

For complete, object-by-object reference details and the latest feature updates, review the official documentation on importing objects here: Hubspot import objects documentation.

If you need strategic guidance on structuring data, property design, or large-scale migration planning around Hubspot, you can also consult experts such as Consultevo for advisory and implementation support.

By following these steps and best practices, you can reliably move data into your CRM, keep records deduplicated, and ensure imports continue to strengthen your use of Hubspot over time.

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