How to Export HubSpot Reports

HubSpot understands the importance of performance analysis in business decision-making. That is why it generates different types of performance reports for your business operations carried out through the platform. You can export these individual reports that you can interpret, analyze, or share with stakeholders. On the other hand, going beyond the preset HubSpot reporting can bring more value. You can create a custom holistic report based on HubSpot raw data to facilitate your operational decision-making.

In this guide, we will cover both options: how to export HubSpot reports and how you can extract HubSpot data to create a custom reporting solution.

Why should you export HubSpot reports? 

Let’s understand the reasoning behind exporting reports in the first place. Reporting plays an important role in decision-making, highlighting problems, performance analysis, activities planning, and more. Reports should contain all of the information you need and be tailored to your specific business requirements. HubSpot reports will provide you with all the information about your operations. However, you can only combine a limited amount of reports on the HubSpot dashboard which might be enough if you want to analyze the performance of a specific department. However, the better option is to export HubSpot reports if you want to run advanced analytics by combining data from different sources. 

Here are some more reasons why exporting reports is beneficial:

• It’s challenging to develop comprehensive reports that cover every HubSpot site because you can’t mix data from different HubSpot sites.
• Since you can only combine a limited amount of reports on the HubSpot dashboard, it can be challenging to analyze all the information in HubSpot reports thoroughly. Exporting the data into a spreadsheet makes it easier to analyze all the details within the reports.
• The user interface within HubSpot is somewhat limited and only supports a few different report visualization options.
• Blending data from different sources has become increasingly important for businesses to make informed decisions. For example, when analyzing marketing data, you need to combine data from multiple sources such as social media platforms, HubSpot, customer surveys, etc. Since HubSpot does not allow for the direct import of data from other sources, the only way to combine such data is outside of HubSpot.

How to export Hubspot reports?

There are two ways to export HubSpot reports: 

Export preset HubSpot reports: HubSpot provides a built-in manual method to export or share all of the preset HubSpot reports.

The process is quite simple and easy, as you can export all of the reports individually from the platform itself. The native method allows you to export some individual reports to CSV, XLS, and XLSX formats. Other reports can only be shared via email or in a PDF format. This way, you can also export list from HubSpot.

The major drawback of this method is that you’ll have to go through the process for each report individually and there is no way to schedule repeating exports. You can only share reports via scheduled recurring emails. 

Automate export of HubSpot data into a custom report: This way, you do not export HubSpot reports per se. You need to create a custom report outside of HubSpot and automate exports of raw HubSpot data into it.

With the help of a reliable third-party integration solution like Coupler.io, you can easily connect HubSpot to your custom report to make it dynamic. It’s beneficial when you wish to populate reports or dashboards as the data is refreshed automatically, with no effort on your side. Such exports can even be plugged into data visualization tools (Looker Studio, Power BI) that offer much richer reporting than the inbuilt Hubspot dashboards. Here is an example of a HubSpot sales KPI dashboard designed in Looker Studio.

The drawback of using this method is that you can export a limited type of data entities available in HubSpot. For example, you can’t export social media reports with this method. Additionally, a subscription fee may be associated with a tool, albeit with a free trial often available.

Both methods are viable options depending on your exporting needs. However, custom reports built outside HubSpot are a more efficient way if you want to export more frequently and they also allow you to combine data from multiple sources. 

How to export data for a custom HubSpot report?

If you want a custom reporting solution, not a preset HubSpot report, you might be better off creating it there from the start. You may do this by exporting relevant data from HubSpot, such as deals, contacts, goods, etc. Let’s see how you can use Coupler.io to export data out of HubSpot to Excel or other destinations to create reports according to your requirements. 

Coupler.io is a reputable solution for reporting which is designed to turn your raw data into meaningful reports. It allows you to automatically export your data to different destinations with just a few clicks. In addition to Google Sheets and Excel, you can connect HubSpot to BigQuery, Looker Studio, and Power BI.

The first thing to do is to create an account on Coupler.io. You can test out the service for free for 14 days to see whether it makes a difference for you. For the duration of the trial period, no credit card is needed.

After creating your account, click Add new importer and select source and destination app. In this case, we will connect HubSpot to Google Sheets. You can also use Coupler.io to connect HubSpot to Looker Studio or PowerBI.

Select HubSpot as a source and Google Sheets as a destination. Then configure the chosen connections.

Coupler.io supports importing data from many different apps, such as HubSpot, Mailchimp, Shopify, Dropbox, Harvest, etc. This allows you to create reports according to your preference by combining data from different sources.

Step 1. Extract data 

Connect your HubSpot account and select the data entity you want to fetch. Let’s say you want to create a custom report to analyze the deal conversion rate. Select the Deals data entity. You can later combine it with HubSpot’s other data entities, like companies, contacts, etc., by adding one more source.

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. For any further filtering, you can do it directly in the next step.

Step 2. Transform data from HubSpot

During this step, you can preview the dataset to export from HubSpot and even apply some transformations:

• Hide columns that are not needed
• Rename and rearrange columns
• Filter and sort HubSpot data as needed
• Add formula-based columns to calculate custom metrics

Step 3. Manage data

When your dataset is ready, it’s time to transfer it to the selected destination and start analyzing your data. The flow for each destination app is different, so follow the instructions on the wizards to configure the connection.

In our case with Google Sheets as the destination, connect your Google account, and choose the Google spreadsheet where the data is imported. Decide also on the sheet for your import. You can choose an existing one from the dropdown menu or type in a name. In this case, a new sheet will be created.

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 data will be exported to Google Sheets, where they will appear in a format similar to the one seen below.

Using the same process, you can add other data entities and combine them to build your own custom report. 

What preset types of reports you can export from Hubspot

Let’s move on the the native option for exporting HubSpot reports. As a marketing and sales reporting tool, HubSpot provides you with in-depth knowledge of your pipeline so you can properly estimate performance and mentor your team to success. To reflect your sales & marketing process and provide insight into the performance of your pipeline, HubSpot reporting uses the data in your CRM and generates the following reports.

• Social media reports.
• Attribution reports.
• Funnel reports.
• Custom reports.
• Sales reports.
• Email reports.

In the following sections, we’re explaining what these reports represent and how to export them. 

How to export Hubspot’s social media report?

HubSpot social media report is an analysis of the efficacy and performance of your social media accounts and evaluates how your total performance stacks up across different platforms.

HubSpot social media reports can’t be exported as spreadsheet format. You’re only allowed to share them via email, and only the recipient has access to the reports.

Here is how you can share your HubSpot social media report.

Click Reports on the taskbar at the top of your HubSpot platform. A drop menu will open, and then select Reports. This will take you to the reports section.

In the reports section, you’ll see all the reports that you’ve created so far. Click on the Actions button next to the social media report you want to export. You’ll see a list of actions you can perform, select Email this report.

A new window will pop up in which you’ll have to provide the email address, email subject, and message. Additionally, you also have to choose if you want to do a one-time export or a recurring one.

After making your selections, click Send now and your report will be emailed to your provided address. 

How to export email reports from Hubspot?

HubSpot email reports are a great way to monitor how well your email campaigns are doing. You can also examine the rates of delivery and interaction for each email that was sent by looking at the data in the reports.

Unlike social media reports, you can export an email HubSpot report in a spreadsheet format. However, you’ll have to export each report separately. This can be a time-consuming task.

Follow these steps to export the HubSpot email report: 

Go to the reports section and click on the Actions button next to the report you want to export. 

From the drop-down menu, select Export. 

A new export window will open where you choose the spreadsheet format for your export file. You can choose between CSV, XLS, and XLSX formats. 

After selecting the format and naming the file, Click Export and a download link will be emailed to you. 

How to export Hubspot sales reports

HubSpot sales reports help you monitor your sales team’s performance. It gives you a deep insight into your sales activity which you can use to guide your team to reach their desired goals. 

HubSpot provides two native ways to export sales reports. The first one is you can export each HubSpot report individually, which is ideal if you want to export a specific report. The second method is emailing the dashboard, which will include all the sales reports you added when making the dashboard, you also get the option to exclude reports from it if you want to.

Let’s see how to export a HubSpot sale report in a spreadsheet format.

Proceed to the reports section on your HubSpot account. Filter your reports by sales dashboard. Now, only your sales reports will be shown, which makes it easy to find the report you want to export. 

Click on the Actions button next to the report you want to export and select Export. Remember, not all reports will have an export option.

In the Export window, select the file format for your export.

Then click Export and you’ll receive a download link via an email when it’s ready. 

Since you can only export a single report at any given moment, you’ll have to export each report individually and then combine it in a data visualization tool to get the most out of it. 

What if you don’t want anything complex and just want to share your sales reports to provide an overall picture? Well, you can share HubSpot sales reports from the dashboard to achieve that. 

Click on the Reports on the top menu bar and select Dashboards.

In the dashboard section, select the sales report dashboard from the top left side. 

After your sales report dashboard opens up, click on the Share button on the top right side and select Email this dashboard.

A new sidebar window will open up. Here, you’ll provide the recipient’s email address, email subject, and message. Additionally, there are a couple of choices for you to pick from. 

1. Do you want the export to be a one-time thing or recurring?
2. Do you want to include all the reports in the dashboard or exclude some?
3. Do you want to apply dashboard filters on the export or not?

Select the options according to your export requirements and then preview, this enables you to check what the export will look like.

When you’re satisfied, click Send now and an email will be sent to the recipient’s email address.

How to export Hubspot marketing reports?

Hubspot marketing reports provide you with the knowledge of the sources of your traffic and leads, the types of content they engaged with before, during, and after conversion, as well as the total time it took for them to become paying customers.

The report summarizes the success of your advertising campaign using data from all the sources. You can use the marketing report to determine if your present marketing efforts are productive and find new ways to enhance them.

Let’s see how you can export your marketing reports from HubSpot. 

Go to the reports section, and filter your reports by marketing dashboard. Now, you’ll see a list of your HubSpot marketing reports.

You can only export one report at a time, so pick one and click the Actions button.

Now select Export from the drop-down menu.

A new Export window will pop up, select the file format for your export. And then click Export. 

You’ll receive the download link for the spreadsheet file in your email and notifications. 

Since you can only export one file at a time, continue the same process for the other HubSpot marketing reports you want to export.

How to export funnel reports from Hubspot?

HubSpot funnel reports help you monitor the progressions of your contacts or deals moving through different pipeline stages. By generating multiple types of funnel reports and comparing them, you can better understand your sales team’s progress.

You can export the funnel report at the time of creation or after saving it. 

Go to the reports section and click on the Actions button next to your Funnel report. 

From the drop-down menu, select Export. 

A new export window will open where you’ll select the file format.

Click Export and your report will be emailed to you. 

How to export attribution reports from Hubspot?

Giving recognition to each of your numerous marketing initiatives is the goal of attribution reporting. 

You may determine which particular action, channels, and/or campaigns are producing the best outcomes with the help of attribution reporting. Additionally, you gain knowledge about what is currently generating revenue and pipeline.

Head over to the reports section, find the attribution report you want to export and click on the Actions button right next to it.

From the drop-down menu select Export.

A new export window will open where you’ll select the file format.

Click the Export button on the bottom right corner of the window, and after processing, the report file will be emailed to you. 

Export data from a custom HubSpot report

HubSpot offers you the option to create custom reports from the data available provided by the platform. They follow the same export procedure as the previous reports. 

Head over to the Reports section, find the desired custom report, select the export properties and fetch it on your device (or set it to be auto-emailed on a chosen frequency).

Export of preset HubSpot reports vs. custom reporting with Coupler.io

Basically, to choose the best option for your reporting, you need to understand what you expect to achieve. If you’re satisfied with HubSpot native reporting capabilities and you only need to share some data with stakeholders, use the simple HubSpot export report option. It won’t take much time and you’ll get your ready-to-share report.

However, if you want to implement A-level analytics in your company, a custom solution is definitely what makes the difference. You can create custom reports and dashboards in spreadsheets or BI tools and connect them to your HubSpot account with Coupler.io. Automating exports enhance the quality of your workflow by ensuring that everything is accurate and readily available. This helps you combine data from multiple different sources and draw correct conclusions about your business operations.

This way, you’ll be able to get the most out of your HubSpot data. Moreover, Coupler.io data experts will be happy to help you with setting up advanced reporting.

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