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Preparing your data for uploading to HubSpot

Set your HubSpot account up for success by cleaning, organising and formatting your CRM data before uploading.

Uploading your data into HubSpot is an important step in setting up your account for success. To ensure a smooth process and avoid any headaches later, it’s worth taking a bit of time to prepare your data properly. Clean, organised data means HubSpot can work its magic with accurate records and efficient tools. Here’s how to get it right.

Why Data Preparation Matters

HubSpot is a powerful tool, but it relies on accurate data to perform at its best. Preparing your data helps you:

  • Prevent duplicate records.
  • Avoid errors during the upload.
  • Ensure your contacts, companies, and deals are easy to manage and use from day one.

Steps to Prepare Your Data

Review and Clean Your Data

Start by giving your data a thorough check:

  • Remove Duplicates: Identify and delete any duplicate records to avoid clutter in your CRM.
  • Standardise Formats: Make sure fields like names, email addresses, and phone numbers follow a consistent format (e.g., all caps or title case for names, country codes for phone numbers).
  • Fill in Missing Information: Add important details, such as company names or email addresses, if they’re missing.
Organise Your Data into Categories

HubSpot uses four main objects—Contacts, Companies, Deals, and Tickets. Before uploading, decide where your data belongs:

  • Contacts: Individuals you interact with (e.g., customers, leads).
  • Companies: Businesses associated with your contacts.
  • Deals: Opportunities or sales in progress.
  • Tickets: Support requests or customer service issues.

Split your data into separate spreadsheets for each object to keep everything tidy.

Match Data Fields to HubSpot Properties

HubSpot uses “properties” to organise information, like first name, email, or deal amount. Make sure your spreadsheet columns match these properties.

  • Use headers that align with HubSpot’s default properties (e.g., First Name, Last Name, Email Address).
  • Create custom properties in HubSpot for any additional fields you need.
Save Your File in the Right Format

HubSpot accepts files in CSV format. Use our handy templates to make sure your data is fill it out in the right format.

💡 Pro Tip: Keep Required Fields in Mind

HubSpot needs certain fields for each object to import your data correctly:

  • Contacts: Email address (or another unique identifier).
  • Companies: Company domain (e.g., company.com).
  • Deals: Deal name and pipeline.
  • Tickets: Ticket name and pipeline.
Final Check Before Uploading
  • Review your data one last time to catch any errors.
  • Ensure each column has the correct information and matches your chosen properties in HubSpot.
  • Keep a backup of your original file, just in case.

By taking the time to clean and organise your data upfront, you’ll set your HubSpot CRM up for success and save yourself time down the line.

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