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Download Prepared Files and Import Them into HubSpot

Use the prepared files and instructions with HubSpot's import tool

Overview

With Prepare files only, the Studio creates HubSpot-ready import files and step-by-step instructions, but makes no CRM changes. Your team stays in full control of when and how data is imported, using HubSpot's own import tool.

What this helps you do

  • Download clean company, contact and note files.
  • Keep review files that explain every decision.
  • Import with the correct create and update modes and protected properties.

Download the files

When preparation is complete and no changes are waiting, choose Download files to download any prepared file. You can also download individual files from Final files in Review.

File names start with the import name. Without one, they start with the date and source file name.

What each file contains

  • Companies import: One row per company, starting with Record ID and Company name.
  • Contacts import: One row per contact, starting with Record ID and Company Record ID. With Contact + Custom Event, there is one row per occurrence.
  • Notes import: One row per note, starting with the contact and company record IDs, followed by Note body, Activity date and Activity assigned to.
  • Diagnostics review: Every source row with its original values, decisions and issues.
  • Issues review: Every warning and error.
  • Import instructions: A text file explaining how to import the files.

Diagnostics and issues files are for review only. Never import them into HubSpot.

How columns are named

  • Mapped columns use their HubSpot property labels, so HubSpot's import tool can recognise them.
  • A column mapped to several properties appears once for each property.
  • Included columns that are not mapped keep their original headings. If a heading matches a property name, it is prefixed with "Source:".
  • Columns the Studio adds, such as split names, are prefixed with "Generated:" when their heading already exists.
  • Excluded columns are left out of company and contact files.

Read the import instructions

The instructions file confirms that no HubSpot records were created or updated, and lists:

  • The import mode to choose for companies and contacts: Create or update, Create only or Update only.
  • The properties marked Don't overwrite in Map.
  • Which columns to map for record IDs, email, names, notes and associations.
  • Specific reminders for event timestamps, custom events and new companies.

Import into HubSpot

  1. Open HubSpot's import tool and start an import of multiple objects, or an activities import for notes.
  2. Upload the prepared files in the order you need. Usually that means companies, then contacts, then notes.
  3. Check every column mapping. Map Record ID, Email and Company Record ID where present.
  4. Choose the import mode listed in the instructions for each object.
  5. Select HubSpot's option to not overwrite existing values for each property listed in the instructions.
  6. Complete the import, then check a sample of records.

Avoid common mistakes

  • Don't overwrite cannot be stored in a CSV file. Select it in HubSpot's import tool, or the existing values will be replaced.
  • Rows without identifiers create new records. Importing the same file twice creates duplicates.
  • Notes are not deduplicated by HubSpot. Re-importing a notes file creates duplicate notes.
  • Company names and temporary IDs are not HubSpot record IDs. For new companies without a domain, import companies first, then prepare notes with their new record IDs.
  • Email and domain associations can create records, depending on the import mode you choose in HubSpot.

Open files safely

Text that looks like a spreadsheet formula is preserved exactly as it was. To avoid it being run, open CSV files as text or turn off formula evaluation in your spreadsheet software.

For Excel uploads, the Studio uses each formula's last saved result and never recalculates. If results are missing or out of date, recalculate and save the workbook before uploading.

Why it matters

Manual import keeps a human checkpoint before any CRM change and suits teams that need approval or want to use HubSpot's import history. Clear files and instructions reduce mistakes, especially for colleagues who didn't prepare the data.

What to do next

  • Keep the review files with your import records for auditing.
  • Consider automated ingestion for repeated imports. See Import Directly into HubSpot with Automated Ingestion.