Import Salesforce Records into HubSpot

Migrating CRM data from Salesforce to HubSpot can be smooth and secure when you follow a structured import process. This guide walks you through preparing your Salesforce data, exporting it correctly, and importing it into HubSpot while preserving relationships between records.

Before You Import Salesforce Data to HubSpot

Before touching any files, plan your migration so your new HubSpot CRM remains clean and consistent.

Decide What to Move into HubSpot

Review which Salesforce objects you actually need. Typical objects to consider include:

• Leads and Contacts
• Accounts and Opportunities
• Tasks and Activities
• Custom objects or custom fields that are business-critical

Remove outdated, duplicate, or irrelevant records in Salesforce first. A clean source system makes your HubSpot data far more reliable.

Check User Permissions in HubSpot

Make sure your user has permission to import data in HubSpot:

• Access to the relevant CRM tools (contacts, companies, deals, tickets, etc.).
• Permission to create and edit properties, if you will map new fields.
• Permission to view and edit all records, not just owned records, if you are completing a full migration.

If you do not see the import option in the CRM, ask a HubSpot super admin to review your permissions.

Export the Right Salesforce Data

The quality of your import into HubSpot depends largely on how you export from Salesforce. Use consistent formats and include IDs that will let you reconnect related records.

Choose an Export Method from Salesforce

You can export data from Salesforce in several ways, such as:

• Data Export Service (weekly or on-demand exports)
• Data Loader
• Reports exported to CSV

For imports into HubSpot, CSV files are the most common and reliable format.

Include Key Fields for HubSpot

When building exports, be sure to include:

• Unique record IDs (e.g., Salesforce Lead ID, Contact ID, Account ID)
• Owner fields (record owner email, if you want to assign owners in HubSpot)
• Core contact information (email, first name, last name, phone)
• Company information (company name, domain, address)
• Deal or opportunity details (amount, stage, close date)

Keep field names clear and avoid special characters that could cause issues when mapping fields to HubSpot properties.

Prepare CSV Files for HubSpot Import

Once you have exported from Salesforce, review your files so they match HubSpot import requirements.

Clean and Format Your Data

Open each CSV file in a spreadsheet tool and check for:

• Consistent date formats (e.g., YYYY-MM-DD)
• Consistent phone and country formats
• Single header row with unique column names
• No merged cells, formulas, or blank header columns

Fix obvious typos, remove invalid emails, and standardize dropdown-like values so they can map correctly to HubSpot properties.

Split Objects into Separate Files

HubSpot imports work best when each object type has its own file. Common examples:

• Contacts in one CSV
• Companies in another CSV
• Deals in a third CSV
• Tickets or custom objects in separate files

If you want HubSpot to associate records (for example contacts to companies or deals), make sure each relevant file contains a shared key, such as a domain, email, or a dedicated association column.

Import Salesforce Contacts into HubSpot

Contacts are often the first Salesforce records you move into HubSpot. Follow these steps for a successful contact import.

Contact Import Steps in HubSpot

1. In your HubSpot account, navigate to the Contacts index page.
2. Click the Import button.
3. Select File from computer as your source.
4. Upload your contacts CSV exported from Salesforce.
5. Select One file, one object and choose Contacts.
6. Confirm the header row and proceed to field mapping.

Map Salesforce Fields to HubSpot Properties

During mapping, connect each column from your Salesforce file to a property in HubSpot:

• Map email, first name, last name, and lifecycle stage where applicable.
• Use existing properties when they match your Salesforce fields.
• Create custom properties in HubSpot for important Salesforce fields that do not yet exist.

Review all mappings carefully. Incorrect mapping is one of the main causes of messy CRM data after migration.

Import Salesforce Companies and Deals into HubSpot

After contacts, bring in companies and deals so that your pipelines in HubSpot reflect your current business.

Company Import into HubSpot

1. Export accounts or companies from Salesforce, including account ID and domain.
2. In HubSpot, go to the Companies index page and start a new import.
3. Choose your companies CSV file and select Companies as the object.
4. Map account name to Company name and domain to Company domain name.
5. Map owner information so that company owners in HubSpot match your Salesforce owners when possible.

If you want to automatically associate contacts and companies in HubSpot, be sure to include company domain values and enable automatic association rules in your settings.

Deal Import into HubSpot

1. Export opportunities from Salesforce, including opportunity ID, account ID, and contact or owner references.
2. In HubSpot, open the Deals index page and start a new import.
3. Upload your CSV and choose Deals as the object.
4. Map stage values to your existing HubSpot deal stages or create new stages if needed.
5. Map amount, close date, pipeline, and any key custom fields.

To associate deals to companies or contacts in HubSpot, include unique identifiers in the import (e.g., company domain or an association column) and use the multi-object import option when necessary.

Associate Salesforce Records During HubSpot Import

Associations between contacts, companies, and deals are critical to preserving context from Salesforce inside HubSpot.

Use Multi-Object Imports in HubSpot

When you want to create associations during the import process, you can:

• Import two objects at once (for example, contacts and companies).
• Include a dedicated association column in both files (such as a common ID).
• Follow the multi-object import flow and tell HubSpot which column connects the records.

HubSpot will then automatically associate the records as they are created.

Leverage Unique Identifiers from Salesforce

Plan how to reuse Salesforce IDs or other unique fields as association keys. Examples include:

• Account ID in both company and deal files
• Contact email across contacts and deals
• Custom external ID used consistently across exports

Keep a simple mapping document so you know which Salesforce field connects to which HubSpot property and how it will be used in imports.

Validate Your Import in HubSpot

After importing Salesforce data into HubSpot, take time to validate and correct issues.

Review Sample Records

Pick a few records that you know well in Salesforce and compare them to their versions in HubSpot:

• Check that key fields are populated correctly.
• Confirm owners, lifecycle stages, and deal stages.
• Verify that contacts, companies, and deals are properly associated.

If you see consistent mapping issues, fix your CSV or property mappings and reimport as needed.

Use HubSpot Filters and Views

Create filtered views in HubSpot to spot common data problems, such as:

• Missing email addresses
• Unknown deal stages
• Blank owner fields
• Duplicated records based on email or domain

Resolve these issues early to keep your new CRM environment healthy.

Helpful Resources for Your HubSpot Migration

For additional implementation support and strategy around Salesforce migrations, you can work with experienced partners such as Consultevo, which specializes in CRM and automation projects.

To see the original reference instructions on importing Salesforce records, review the official article at HubSpot Salesforce import guide. Use that documentation alongside this guide to ensure your process follows the latest product capabilities and best practices.

By preparing your CSV files carefully, mapping fields correctly, and validating your results, you can transition from Salesforce to HubSpot with minimal disruption and a clean, organized CRM your entire team can trust.

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