How to Import Data Into HubSpot: A Step-By-Step Guide (With Encompass in Mind)

Why Data Imports Matter for Lenders

For mortgage lenders, data is everything. Loan officer productivity, borrower engagement, compliance, and marketing ROI all depend on having accurate, centralized data.

HubSpot® is the go-to CRM for managing borrower communication and campaigns, but its power is only as good as the data you feed it. That’s why knowing how to import borrower data into HubSpot the right way is critical.

For Encompass® users, this process becomes even more important. With the right integration, data flows automatically — but when you need to import historical data, bulk updates, or custom lists, doing it properly ensures accuracy, compliance, and visibility.

This step-by-step guide will show you how to import data into HubSpot and highlight best practices for lenders using Encompass.

Step 1: Prepare Your Data

Before importing, make sure your borrower data is clean and organized.

• Export from Encompass or Other Sources: Pull borrower data you want in HubSpot.
• Use CSV Format: HubSpot works best with CSV files.
• Clean Records: Remove duplicates, standardize phone numbers, and ensure email addresses are valid.
• Check Compliance: Don’t import data you aren’t allowed to use under GLBA, CCPA, or borrower consent agreements.

A clean file = a smooth import.

Step 2: Map Data Fields to HubSpot Properties

HubSpot uses “properties” to store data. You’ll need to match your CSV columns to HubSpot properties.

• Basic Properties: Name, email, phone, address.
• Loan-Specific Properties: Loan stage, loan officer, product type.
• Custom Properties: Any unique borrower data (e.g., credit union membership status).

For Encompass users, Proven ROI®’s EncompassSync™ creates loan-specific properties automatically.

Step 3: Choose Import Type in HubSpot

HubSpot allows different import types:

• Contacts: Borrowers, prospects, or partners.
• Companies: Realtors, builders, or referral partners.
• Deals: Loans or applications in progress.
• Tickets: Service or compliance cases.

For mortgage lenders, “Deals” are often loans, while “Contacts” are borrowers.

Step 4: Upload and Map Your File

• Navigate to HubSpot → Import.
• Select “Start an Import” → “File from Computer.”
• Upload your CSV and map columns to HubSpot properties.
• HubSpot will flag unmapped fields so you don’t lose data.

Always double-check that borrower-specific fields (loan stage, loan officer) map correctly.

Step 5: Review and Import

HubSpot provides a preview of your import. Review for:

• Duplicate handling (merge or skip)
• Property accuracy
• Row count vs. expected

Once confirmed, import the data.

Step 6: Automate Workflows Immediately

The power of HubSpot is automation. Once data is in:

• Trigger welcome campaigns for new borrowers.
• Launch loan stage communications using Encompass data.
• Create compliance alerts based on borrower activity.
• Build referral campaigns tied to imported contacts.

Imports should fuel workflows, not just sit in the CRM.

Best Practices for Encompass Users

1. Sync for Real-Time Accuracy

Use EncompassSync™ by Proven ROI® to keep data flowing automatically. This reduces the need for large manual imports.

2. Import Historical Data in Batches

When migrating years of borrower data, split imports into smaller groups to avoid errors and ensure compliance review.

3. Protect Sensitive Information

Always encrypt and secure borrower data files. Delete CSVs after import to avoid compliance risks.

4. Test With a Sample File

Before importing thousands of records, test with 10–20 borrowers to confirm mapping accuracy.

Case Example: Data Import Done Right

A credit union migrating to HubSpot needed to import 10,000 borrower records from Encompass. By using Proven ROI®’s process:

• Imports were split into weekly batches of 2,000.
• HubSpot workflows launched immediately for borrower engagement.
• Compliance audits showed 100% secure handling.
• Loan officers gained real-time access to borrower histories.

The credit union went from data silos to a fully automated borrower CRM in weeks.

Why Proven ROI® Is the Best Partner for Data Imports

At Proven ROI®, we know borrower data is the lifeblood of lending. Our EncompassSync™ solution ensures:

• Clean, automated data flow into HubSpot
• Secure handling of sensitive borrower data
• Loan-specific properties that map seamlessly
• Compliance-first processes

We’re the best HubSpot partner for mortgage companies because we don’t just move data — we make it work for your business.

Data Imports Power Borrower Engagement

Importing borrower data into HubSpot isn’t just about filling a database — it’s about enabling personalization, compliance, and ROI. For Encompass users, the right integration ensures data is always accurate, actionable, and automated.

At Proven ROI®, we help lenders get data right the first time — and keep it right forever.

Need help importing borrower data into HubSpot? Proven ROI® specializes in EncompassSync™ and HubSpot API integrations that ensure clean, compliant, automation-ready data. Contact us today to get started.