A Step-by-Step Guide on How to Export Deals from HubSpot
Reporting is one of the most important aspects of a salesperson’s daily routine. This entails constantly checking over the CRM data, doing analyses of prospects, and presenting reports to the rest of the company to get a feel for the current state of the deals.
Having an efficient tool like HubSpot at your disposal can help you streamline your workflow. HubSpot is widely recognized as a top customer relationship management (CRM) platform used by companies of all sizes.
However, the question is, how can you make the most out of HubSpot? Exporting deals from HubSpot to spreadsheets is a great way to produce reports according to your preference. Creating customized reports can be very helpful in producing accurate sales projections, getting insightful information on your consumers, and much more.
In this guide, we will cover the methods through which you can export deals with all the related data from your HubSpot account.
How to export deals from HubSpot
There are two ways to export deals from HubSpot:
- The first is to use the native, manual technique provided by HubSpot within the platform.
- The second is to use a third-party tool to run automated deals exports.
Every approach offers a distinct set of advantages, but it also has certain drawbacks.
Native method to export HubSpot deals
This method is a straightforward procedure to export deals from HubSpot. The app provides a built-in manual feature to export deals in a spreadsheet format, which is ideal for one-time export. Additionally, this technique allows a lot of customization without leaving the platform. The manual technique enables you to customize which properties you want to export with the deal, such as deal closing date, deal value, etc. This way, you can also export list from HubSpot.
Although the native technique provides a lot of customization, doing so manually can be time-consuming and leads to an increased risk of mistakes, such as creating duplicates or missing out on some data.
For example, if you set a closing date for one set of exports but forget to do so for the other, it will result in faulty calculations later on. Using automatic tools helps minimize such mistakes.
Automatic method to export deals from HubSpot
Automating exports using third-party tools is the recommended approach if you have to export deals from HubSpot more frequently.
It’s extremely efficient when you want to fill up reports or dashboards because the data is automatically refreshed without any effort on your part. Such exports can also be fed into data visualization programs that provide considerably better reporting than the dashboards built into HubSpot.
Tools like Coupler.io offer to speed up the process of exporting, allowing you to export HubSpot to Excel, and other destinations automatically, on the schedule you choose.
Now that we are familiar with the advantages and disadvantages of each technique, let’s get to the steps of the following methods.
Export deals from HubSpot using the automatic method
As mentioned before, the native method, although simple and straightforward, will take up a significant amount of your time. On the other hand, Coupler.io can speed up the process of exporting deals from HubSpot.
Coupler.io is a data automation solution to turn your raw data into meaningful reports. In addition to HubSpot, Coupler.io supports 70+ other sources that you can connect to spreadsheets (Google Sheets, Excel), BI tools, (Looker Studio, Power BI), and data warehouses (BigQuery).
Let’s see how you can automate HubSpot and export deals with Coupler.io.
First things first, you need to create a Coupler.io account. The great thing about it is that it comes with a free 14-day trial, so you can test out the service first and see if it makes a difference for you. No credit card is required during the trial period.
After that, click on Add new importer and select source and destination apps. In this case, we will connect HubSpot to Google Sheets, but if you prepare to fetch the data into a data warehouse, it’s better to export HubSpot to BigQuery. Then complete the following steps to connect the chosen apps.
Step 1. Extract data
Connect your HubSpot account and select the data entity you want to fetch – Deals. with Coupler.io, you can also export other data entities, like companies, contacts, and so on.
Optionally, you can select to import only deals created or updated after/before a certain date. You can also use macros to collect, for example, only the deals created in the last seven days.
Advanced filters allow you to specify the property and value to filter the fetched data. In addition to that, you’ll be able to filter HubSpot deals data during the next step.
Step 2. Transform data from HubSpot
Coupler.io allows you to preview the HubSpot deals data to export and even transform it on the go. You can
- Hide columns that are not needed, as well as rename and rearrange the unhidden columns
- Add new columns using formulas to calculate custom metrics
- Filter and sort HubSpot deals as needed
Step 3. Manage data
Connect your Google account, and choose a spreadsheet and a sheet where the data will be imported. You can choose an existing one from the dropdown menu or type in a name. In this case, a new sheet will be created.
Do the same if you pick Excel as your destination. For BigQuery, Looker Studio, and Power BI, the flow will be different. So, follow the instructions on the wizard.
Eventually, you’ll have the option to select the schedule at which you want to import and refresh the data. Thanks to this feature, the tool will keep updating all your data on the new and existing deals according to the preferred schedule.
Click Save and Run and you’re done. Finally, your deals will be exported to Google Sheets, where they will appear in a format similar to the one seen below.
Export deals – HubSpot native method explained
Let’s move on to the native method.
When you log in to your HubSpot account, you will land on your home page.
First, you need to click on “Sales” at the taskbar on the top. A drop-down menu will open where you will click on “Deals.” This will take you to the deals section.
Now, in the deals section, you need to click on the “Actions” button on the right side above the deals table. Then click on “Edit Columns.”
The Column edit window will pop up on your screen. Here you can edit the columns of information/properties that you want to export in your deals. As you can see, currently, the deals name, deals stage, close date, deals owner, and so on have been selected.
This customization is a great way to break down the information that you want to export with the deals.
After selecting the properties you want, click on “Apply.” Your customized columns will be saved and applied to your deals.
Next, click on the “Actions” button again and then click on “Export View.”
An export menu will pop up where you’ll select the file format in which you want the export and the properties you want to include. Additionally, there is an option to select the language in which you want to export.
The file formats available to you are CSV, XLS, and XLSX.
After selecting your preferred format and language, click “Export.” You will receive an email and a notification with a link to download your export file shortly.
Once you export HubSpot deals, the file will look as follows:
Which method to export HubSpot deals is the most actionable?
Summing up, depending on the requirements and preferences of your firm, both approaches are viable. Coupler.io provides you with a more time-efficient and labor-saving approach to export deals from HubSpot. At the same time, the native technique enables you to modify attributes in a manner that is specific to your requirements.
Using automation and scheduled exports, you may not only save time for yourself and the company but also eliminate human errors. Tools such as Coupler.io are available to help streamline your workflow by automating some process steps. In this way, you can devote more of your attention to more important activities such as analysis and making decisions.
Streamline your data analytics & reporting with Coupler.io!
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