How to Clean HubSpot Data Before You Import

If your data’s a mess, your CRM will be too.

Clean data isn’t just a nice-to-have—it’s the difference between a smooth CRM rollout and a painful, expensive redo.

Here’s how to prep your HubSpot data before import, step by step.

1. Start With a Full Export

Don’t guess. Export everything from your current CRM or spreadsheets:

• Contacts

• Companies

• Deals

• Custom objects

Back it up. Keep a raw version untouched. It’s your safety net.

2. Remove Duplicates

Use Excel tools or HubSpot’s free deduplication tool. Look at:

• Same emails

• Similar company names

• Matching phone numbers

If in doubt, merge. But double-check before deleting.

3. Standardise Formats

Make sure columns match what HubSpot expects:

• Date format (YYYY-MM-DD)

• Phone numbers with country codes

• Proper capitalisation for names

Small cleanup = big time savings later.

4. Fix Incomplete Fields

Empty fields are missed opportunities. Before importing:

• Fill key missing values (like lifecycle stage, deal owner)

• Use bulk editing or scripts to speed this up

Only import what’s useful. Garbage in = garbage out.

5. Map Fields to HubSpot Properties

Don’t rely on auto-mapping. Do it manually:

• Match each column to a HubSpot property

• Create custom properties for unique fields

Build a field mapping doc. Your future self will thank you.

6. Test with a Sample Import

Start with 10–20 records. Check:

• Fields populate correctly

• Owners are assigned

• Workflows aren’t triggered accidentally

If it’s clean, scale it.

Final Word

The best CRM is only as good as its data. Clean it now, or clean up later—the choice is yours.

Start smart. Import clean.