How to Export Data from HubSpot – Options and Formats Supported
HubSpot allows you to export different data in two formats: CSV or Excel. For this, you need to make a few clicks and download the file with the needed records to your computer. At the same time, you can automate this process to get your HubSpot data on the desired schedule and directly to a cloud drive or even a data warehouse.
In this guide, we check out both options, so you can choose the best one to cope with your HubSpot export data tasks.
What data can you export from HubSpot?
Here is a list of data entities and their formats that you can export from HubSpot:
What formats are available for you to export HubSpot data?
Most of the data, including CRM content, analytics, sales data, and others, can be exported in CSV or Excel (XLS or XLSX). However, certain data entities are exportable in other formats:
- Quotes in PDF only
- Workflows in CSV or PNG
- Website pages in HTML
- Blog posts in HTML or CSV
- Sitemap in XML
You can also export files from your file manager as an archive (.zip file). If you plan to bring your HubSpot data export into a spreadsheet or data warehouse for further processing, an automated option is worth considering. It lets you pull data to Google Sheets, Microsoft Excel on OneDrive, or even Google BigQuery. However, not all data entities can be exported this way.
What data can you export automatically from HubSpot?
Of all the HubSpot data entities, specific ones can be exported to your spreadsheet or data warehouse on a schedule like every day, every hour, or more frequently. This is possible with the help of a no-code data automation platform, Coupler.io. It provides HubSpot integrations to automate exports of the following data from HubSpot:
- Line items
Now, we’re going to dive deep into each option to export HubSpot data. If you’re interested specifically in the automated one, jump right to the section How to automatically export HubSpot data.
How to export data from HubSpot in a manual way
The logic of the manual HubSpot data export can be the following:
- Choose the data entity, for example, Deals.
- Find the magic Export or Export view button and click on it. In most cases, it’s in the Actions drop-down menu.
- Prepare the export file by selecting format, properties to include, language for the column headers, and other available options.
- Wait until HubSpot prepares the exporting file. You’ll receive an email and notification when it’s ready.
- Download the file from the provided link.
This looks easy, but in practice, you may face hardships during the workflow. For example, you can’t export HubSpot tasks this way. Instead, you need to create a report of tasks and export it. Other properties also have differences in terms of HubSpot data export. We’re going to cover the most common cases later in the text. You can address some of these issues and save plenty of time by automating the process of exporting HubSpot data. That’s what we’re going to discuss next.
How to automatically export HubSpot data
Getting your HubSpot data on a recurring basis gives you many benefits. It saves you time since the HubSpot export data runs automatically without your involvement. It minimizes human errors that could take place if you move data by hand. Each project will have its own advantages of automating dataflow, so let’s take a look at how you can implement this for HubSpot.
As a refresher, to automate HubSpot export data, we will use an ETL tool by Coupler.io.
Coupler.io is a data automation and analytics platform to optimize your reporting and data management experience. It provides an ETL tool to schedule data exports data from multiple sources, including HubSpot to Google Sheets, Excel on OneDrive, and Google BigQuery. For more advanced reporting and analytics tasks, Coupler.io offers data analytics consulting services.
Let’s check out what this flow to export HubSpot data looks like:
- Sign up to Coupler.io and click Add importer. Select the source and destination apps. In our case, we want to export data from HubSpot to Google Sheets.
You can choose another destination for your HubSpot data since Coupler.io allows you to connect HubSpot to Excel or HubSpot to BigQuery.
A boilerplate of an importer will open, based on which you’ll set up your HubSpot Google Sheets integration for the needed property.
- Source account – add your HubSpot account to connect. Click Connect and log in to HubSpot. Click Continue.
- Data entity – choose the data you want to export. With Coupler.io, you can export the following data from HubSpot:
Deals, Contacts, Companies, Products, Line items, Tickets, Owners, Calls, Emails, Meetings, Notes, Tasks
Optionally, you can specify created/updated before/after dates to filter the exported records.
Another optional feature is Advanced filters. You can specify the property and value to filter the fetched data. For example, the following parameters will let you include the deals which are closed won.
Note: Coupler.io allows you to automatically consolidate data from multiple accounts, data entities, and even sources. For this, you only need to click Add one more source and configure it in the same way as described above. Learn more about data stitching at Coupler.io.
Once the source configuration is ready, click Proceed to Destination Settings.
- Destination account – add your Google account to connect. Click Connect and log in to Google. Click Continue.
- Spreadsheet – select the spreadsheet and sheet to import data to.
If you want to use optional parameters, Cell range and Import mode, click Continue. Otherwise, jump to Schedule settings.
Here you can configure the schedule for automatic data imports. For example, information about your HubSpot tasks will be updated every day or every week. To do this, toggle on the Automatic data refresh and customize the schedule:
- Days of week
- Time preferences
- Time zone
When ready, click Save and Run to export HubSpot data. To see the data, click the View Results button, and the spreadsheet with your HubSpot records will open in a separate tab in your browser.
Here is what the exported HubSpot tasks data looks like in Google Sheets:
HubSpot data export – contacts, products, and other data entities
As we promised, below we’re diving deeper into how you can export data from HubSpot. You will learn how to get different exportable HubSpot data entities manually using the native HubSpot export data functionality.
Can you export all data from HubSpot at once?
There is no button to export all data, including deals, reports, etc. However, you can export HubSpot data of your files. To do this, go to Marketing => Files and Templates => Files.
Now click Export all files (ZIP) – you’ll need to select an email address to receive a link to download them. Click Export to confirm your action.
How to export contacts and companies from HubSpot
Automated export of contacts from HubSpot is available.
HubSpot allows you to export contacts either as CSV or Excel. Go to Contacts => Contacts
Click Table actions and select Export view.
Now you need to:
- Choose the file format (CSV, XLS, or XLSX).
- Select the Export all emails for selected contacts checkbox if necessary – this will include all email addresses associated with your contacts in the export file.
- Select which properties to include: all or the properties in columns.
Click Export and wait for a link to download the export file.
In a similar fashion, you can export data from HubSpot about companies.
If you want to export a list of contacts and their property values, the workflow is a bit different.
Export list of contacts data from HubSpot
Go to Contacts => Lists. Select the list of contacts you want to export, and click More => Export.
On the next page, select properties (columns) that will be exported and click Next.
Then select the export file format and click Export.
Once your HubSpot export data file is available, you can download it to your device.
How to export deals from HubSpot
Automated export of deals from HubSpot is available
Export of HubSpot deals is almost the same as export of Contacts:
- Go to Sales => Deals
- Click Board actions => Export view
- Choose the file format (CSV, XLS, or XLSX) and select properties. Click Export.
- Download the export file using the provided link.
HubSpot products data export
Automated export of products from HubSpot is available
Go to Settings => Objects => Products
Then select the products you want to export data about and click Export.
The next steps you already know:
- Choose the file format (CSV, XLS, or XLSX) and click Export.
- Download the export file using the provided link.
Export custom reports from HubSpot
Reports are another valuable data entity that you can export from HubSpot. All you need to do is:
- Go to Reports => Reports
- Select the desired report you want to export, click Actions => Export
- Add a name to your report and select the export format. Click Export and download the export file when the link is available.
Export HubSpot workflows and their images
If you go to Workflows, you’ll be able to export your workflows data as a CSV file or even as an image file for a separate workflow! For CSV, you need to select the desired workflow, then click Table actions => Export view. The CSV file with the information about all your workflows will start downloading immediately. So, you won’t have to wait till HubSpot generates an export file like for other data entities.
If you need an image of a particular workflow, you need to click on the chosen workflow. On the next page, click More => Export.
Confirm your action by clicking Export to download an image to your computer.
The value of manual vs. automated Hubspot export data
As we discussed, HubSpot export data can be done in two ways: manual and automated. The first one is a good option for one-time exports, for example, to transfer data to another CRM or import specific records to another software. The supported CSV format is perfect for doing this job.
The automated export of data from HubSpot is designed mostly for reporting and analytical tasks. At the same time, you can also consider it as a backup solution since you can automate data exports from HubSpot to BigQuery at a custom schedule.
Whichever way you choose, make sure to do this wisely, considering all the requirements of your HubSpot data export purpose. Good luck with your data!Back to Blog