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How to preparing your deal data for uploading to HubSpot

Prepare and clean your deal data for upload to HubSpot to ensure a smooth import and accurate sales tracking.

Getting your deal data ready to upload into HubSpot is an important step for managing your sales pipeline effectively. Clean, well-organised deal data ensures your CRM runs smoothly, gives you clear insights into your sales performance, and keeps your pipeline up to date. Follow these steps to prepare your deal data with confidence.

 

Step 1: Understand What HubSpot Needs

HubSpot organises deals into pipelines with stages that represent where each deal is in the sales process. To upload your deal data, you’ll need the following key information:

  • Deal Name: A unique name for each deal (e.g., “Website Redesign for Acme Corp”).
  • Pipeline and Stage: The pipeline and stage the deal belongs to (e.g., “Sales Pipeline” > “Proposal Sent”).
  • Associated Contacts and Companies: The people or businesses linked to each deal.
  • Deal Amount: The value of the deal.
  • Close Date (Optional): The expected or actual date the deal will close.

 

Step 2: Organise Your Data

Use out CSV file template to format all your deal information. The template includes the following columns to match HubSpot’s deal properties:

  • Deal Name
  • Pipeline
  • Deal Stage
  • Deal Amount
  • Close Date (YYYY-MM-DD format)
  • Associated Contact Email (or Contact ID from HubSpot)
  • Associated Company Name (or Company ID from HubSpot)

 

Step 3: Clean Your Data

Before uploading, clean up your spreadsheet to make sure your data is accurate and ready for import:

  • Remove Duplicates: Check for duplicate deals and remove them.
  • Standardise Formats: Use consistent formats for dates, currency values, and names.
  • Ensure Accuracy: Double-check that pipeline names, deal stages, and associated records match those already set up in HubSpot.

If you have custom deal properties (e.g., “Contract Type” or “Sales Rep”), ensure these are created in HubSpot before uploading your data.

 

Step 4: Save as a CSV File

HubSpot requires your file to be in CSV format for uploading. Once your data is organised and cleaned, save your spreadsheet as a .csv file.

 

💡 Pro Tips for Success

  • Test First: Start with a small batch of deals to ensure everything imports correctly before uploading larger datasets.
  • Keep a Backup: Save a copy of your original spreadsheet in case you need to reference it later.
  • Associate Records Properly: If your deals need to be linked to specific contacts or companies, ensure those records already exist in HubSpot, or upload them first.

 

By following these steps, you’ll ensure your deal data is accurate, organised, and ready to power your sales pipeline in HubSpot. A little preparation now will save time and effort later.

Ready to upload? Upload your CSV file to your onboarding plan.