Best Practices for Importing Companies, Contacts, and Deals into HubSpot

When I started organizing my business in HubSpot, I quickly realized the power of having everything in one place: my companies, contacts, and deals, all working together seamlessly. But getting that data into HubSpot can be a bit tricky if you don’t know where to start. So, I’m sharing my best practices to help you import your data smoothly and set yourself up for success.

Step 1: Prep Your Data Like a Pro

Before you even think about importing, clean up your data. Trust me, garbage in equals garbage out. Here’s how I approach it:

1. Standardize Your Fields:

   • For contacts: Make sure first names, last names, and emails are consistent.
   • For companies: Confirm company names and domains are uniform.
   • For deals: Verify the deal stages, amounts, and close dates are accurate.

2. Eliminate Duplicates:
   HubSpot has tools to manage duplicates, but it’s easier to avoid the mess altogether. If you’ve got multiple spreadsheets, consolidate them and remove duplicate rows.

3. Match HubSpot’s Format:
   Each object in HubSpot (companies, contacts, deals) has specific fields. Download HubSpot’s sample import templates for a cheat sheet.

Step 2: Understand the Relationships

HubSpot thrives on linking data. Think of it like this:

• Contacts are tied to people.
• Companies are tied to organizations.
• Deals are tied to opportunities.

When you import, the magic happens when these relationships are mapped properly. Here’s the trick: use unique identifiers like email addresses (for contacts) and company domains (for companies) to make sure HubSpot knows who belongs where.

Step 3: Prepare Separate Files for Each Object

You’ll want to import companies, contacts, and deals separately. Each type has its own data structure. My recommendation:

1. Start with Companies.
   Include fields like company name, website, industry, and any custom properties you’ll need.

2. Move to Contacts.
   Tie these to companies using the “Company Domain Name” column or the HubSpot Company ID (you’ll get this after importing companies).

3. Finish with Deals.
   Map deals to contacts or companies using the unique identifiers from the previous imports. Don’t forget to include fields like deal stage, amount, and close date.

Step 4: Use HubSpot’s Import Tool

HubSpot’s import wizard is pretty user-friendly. Here’s how I tackle it:

1. Go to Import: Navigate to Settings > Import and start a new import.
2. Upload Your Files: Choose the object you’re importing (companies, contacts, or deals).
3. Map Your Fields: Match your spreadsheet columns to HubSpot properties. HubSpot will guide you, but double-check everything!
4. Test with a Small Sample: Before importing your entire file, test with 10-20 rows to make sure everything maps correctly.

Step 5: Automate and Clean Up Post-Import

Once your data is in, it’s time to make the most of HubSpot’s tools:

1. Set Up Workflows: Automate tasks like assigning leads or notifying your team about new deals.
2. Check for Duplicates: Run HubSpot’s duplicate checker to ensure everything is clean.
3. Customize Views: Create filtered views for your team to easily access the most relevant data.

Common Pitfalls to Avoid

• Ignoring Required Fields: HubSpot won’t import data if key fields are missing, like email addresses for contacts or deal names for deals.
• Messing Up Relationships: Make sure your company and contact files have consistent domain names or IDs so HubSpot can link them properly.
• Overloading Custom Properties: Keep your custom fields streamlined; too many can overwhelm your team.

Why It’s Worth the Effort

Getting your data into HubSpot the right way is like laying the foundation of a house. With a clean, well-organized CRM, you’ll see better insights, smoother workflows, and less stress overall. Trust me, as someone who’s managed both marketing campaigns and client pipelines, this step is non-negotiable.

Now, grab those spreadsheets, pour yourself a coffee, and start building the CRM your business deserves. You’ve got this!

For more tools and tips on optimizing HubSpot for your business, check out Huntscape Operations Partners. We’ve got your back!