Understand the Hupspot Import Tool

The Hubspot import tool lets you quickly add or update CRM records from a spreadsheet or another system, while keeping your database structured, clean, and easy to manage.

This guide explains what you can import, how each object type works, and the key settings you need to understand before running your first import.

What the Hubspot Import Tool Can Do

The import tool in Hubspot supports different CRM objects and activities so you can move data from other platforms or offline lists into a single workspace.

At a high level, you can use imports to:

Create new records for contacts, companies, deals, tickets, and custom objects.
Update existing records using unique identifiers such as email or record ID.
Associate records together, such as contacts with companies or deals.
Import notes, calls, meetings, and other timeline activities.

All of this is controlled through the import wizard, which walks you through file upload, column mapping, and data review.

Hubspot Import Options and File Types

Before you begin, decide which type of data you want to bring into Hubspot and how your files are structured.

Supported File Formats

The import tool accepts structured text files with headers. Typically you will use:

CSV files exported from another CRM, spreadsheet, or database.
XLS or XLSX spreadsheets saved from Excel or Google Sheets.

Each column in your file should represent a single property, and every column must have a clear header so that Hubspot can map it to an existing property or a new custom property.

Single-Object vs Multi-Object Imports in Hubspot

You can run different types of imports depending on your data structure:

Single-object import: one file containing only contacts, only companies, only deals, or another single object.
Multi-object import: one or two files that represent more than one object and define how those records are associated.

For example, you might import contacts and companies together, using a shared column like company domain name to link each contact to the right company during the Hubspot import process.

Types of Data You Can Import into Hubspot

The import tool supports several core CRM objects and related activities. Understanding each type helps you format your files correctly.

Contacts and Companies in Hubspot

Contacts and companies are the foundation of the CRM.

Contacts: People you interact with, such as leads, customers, or subscribers.
Companies: Organizations, businesses, or accounts that contacts belong to.

Common contact properties you can import include:

Email address (often used as a unique identifier).
First name and last name.
Phone number and mobile number.
Lifecycle stage or lead status.

For companies, you might import:

Company name.
Company domain name.
Industry, size, or region.
Owner and lifecycle stage.

When using the Hubspot import wizard, you can choose to associate contacts with companies based on email domain or a shared identifier you include in your files.

Deals and Tickets

Deals and tickets allow you to manage revenue pipelines and service workflows.

Deals: Sales opportunities that move through deal stages in a pipeline.
Tickets: Support cases or service requests from your customers.

Typical properties to include for deals and tickets are:

Name or subject.
Pipeline and stage.
Amount or priority.
Associated contact or company identifiers.

During a Hubspot import, you can associate deals with contacts or companies to keep every opportunity tied back to the correct account.

Custom Objects

If your account uses custom objects, the import tool can also create and update those records.

You must:

Ensure the custom object is already set up in your Hubspot account.
Include the custom object’s unique property or record ID in the file.
Map each column to an existing or new property at import time.

Custom object imports can also include associations to standard objects such as contacts, companies, deals, or tickets.

Activities and Timeline Data

In addition to CRM records, you can import certain activities to build a historical timeline:

Notes.
Calls and logged call details.
Meetings and tasks.

To link activities correctly, you must include identifiers that match existing records in Hubspot, such as contact email or record ID.

Key Concepts for a Successful Hubspot Import

A few core concepts determine whether your imports run smoothly.

Unique Identifiers and Record IDs

Unique identifiers tell Hubspot whether to create a new record or update an existing one.

Common identifiers include:

Email address for contacts.
Company domain for companies.
Record ID exported from your CRM.

If a matching identifier is found during the Hubspot import, the record is updated; if not, a new one is created.

Property Mapping

After you upload your file, you map each column header to a Hubspot property.

Select the object type for the import.
Review automatic mappings suggested by the tool.
Manually map any unmapped columns to the correct properties.
Create new custom properties when needed.

Correct mapping ensures data appears in the right fields and can be used in filters, lists, reports, and workflows.

Associations Between Records

Associations define how records relate to each other, such as which contacts belong to which companies.

You can create associations by:

Using shared identifiers in a single file, such as a company ID column on both contacts and companies.
Uploading two files and linking them by a common key.

During the Hubspot import process, you will see mapping options for these association columns, so the CRM can connect the right records together.

Best Practices Before Importing into Hubspot

Preparing your data before you click Import reduces errors and cleanup later.

Clean and Standardize Your Data

Before uploading:

Remove duplicate rows where possible.
Check for missing required fields, such as email address for contacts.
Use consistent formats for dates, phone numbers, and countries.
Make sure picklist values (like lifecycle stage) match values configured in Hubspot.

Taking time to standardize your file makes the import process easier and the final data more reliable.

Start with a Small Test Import

When you are new to the Hubspot import tool, it is wise to run a small test first.

Prepare a copy of your main file with just a few rows.
Run a complete import using the wizard.
Review the created or updated records in the CRM.
Adjust mappings or clean your data based on what you see.

Once you are confident in the results, repeat the import with the full dataset.

Monitoring and Troubleshooting Hubspot Imports

After you run an import, you can track its progress and fix any issues the tool finds.

View Import History

In your Hubspot account, you can open the import history to see:

Each import name, date, and user.
The object types included.
The number of records created and updated.
Any errors that occurred during processing.

This history helps you audit changes and repeat successful imports with similar settings.

Download Error Files

If the import tool encounters problems, you can download an error file.

The error file typically includes:

The original row from your upload.
An explanation of what went wrong, such as invalid property value or missing identifier.

Use this file to correct your source data, then run a new Hubspot import with the fixed rows.

Where to Learn More About Hubspot Imports

For detailed reference on every field, option, and limitation, review the official documentation at this Hubspot import tool help page.

If you want expert help with CRM setup, automation, or data migration strategy, you can also work with specialists at Consultevo.

By understanding how the import tool handles objects, properties, identifiers, and associations, you can confidently move data into Hubspot and keep your CRM accurate and actionable over time.

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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