Why Data Imports Matter
HubSpot® is only as powerful as the data inside it. Whether you’re migrating from another CRM, centralizing marketing lists, or syncing borrower data from Encompass®, accurate imports are critical to success.
But here’s the challenge: bad data in equals bad results out. Duplicate records, mismatched fields, and compliance risks can derail campaigns and reporting. That’s why importing data into HubSpot requires a step-by-step approach.
At Proven ROI®, we specialize in HubSpot implementations and integrations — ensuring every import is accurate, compliant, and ROI-driven.
Step 1: Define Your Import Goals
Before importing anything, ask:
- What data do we need? (Contacts, companies, deals, tickets, custom objects)
- What outcomes are we driving? (Campaigns, reporting, automation)
- Do we need one-time migration, or recurring imports via API?
Clarity upfront ensures the right structure and mapping.
Step 2: Prepare Your Data
Clean data = clean imports. Best practices include:
- Remove Duplicates: Deduplicate by email, phone, or unique ID.
- Standardize Formats: Dates, phone numbers, and addresses should follow consistent formatting.
- Segment Lists: Break down imports into logical groups (e.g., prospects, borrowers, partners).
- Compliance Check: Ensure imported data complies with TCPA, GDPR, or other regulations.
Proven ROI® often helps clients run data hygiene checks before imports to protect deliverability and compliance.
Step 3: Select the Right Import Method
HubSpot offers multiple import options:
- Manual Upload
- Upload CSV or Excel files.
- Ideal for one-time imports or small datasets.
- API Integration
- Continuous, real-time data syncing via APIs.
- Best for Encompass + HubSpot connections, or ongoing CRM integrations.
- Third-Party Tools
- In some cases, middleware may be used — though native integrations (like EncompassSync™) are more reliable.
Step 4: Map Fields Correctly
This is where many imports go wrong. HubSpot requires data to match its property structure.
- Match each column in your file to a HubSpot property.
- Create custom properties in HubSpot for any unique fields (like loan type or member ID).
- Double-check field types (text, number, dropdown, date).
Tip: Test small batches first before importing full datasets.
Step 5: Run the Import
Once fields are mapped:
- Upload the file or connect via API.
- Select the record type (contacts, companies, deals, etc.).
- Review the preview screen for errors.
- Confirm the import and monitor progress.
HubSpot will notify you when the import is complete, and you can view logs to check for issues.
Step 6: Validate Your Data
After importing:
- Spot-check records for accuracy.
- Run a list filter to confirm key properties imported correctly.
- Verify automations are triggering as expected.
- Test dashboards and reports using the new data.
If issues arise, roll back or clean up quickly before campaigns go live.
Common Mistakes to Avoid
- Importing without deduplication, creating record clutter.
- Forgetting compliance requirements (e.g., importing unsubscribed contacts).
- Mapping fields incorrectly (dates stored as text, IDs mismatched).
- Treating a one-time import like a long-term integration.
Advanced Tip: Automating Imports with Encompass + HubSpot
For mortgage companies, recurring imports are inefficient. That’s why Proven ROI® developed EncompassSync™ — a direct API integration that:
- Automates borrower + loan data syncing in real time.
- Eliminates manual CSV uploads.
- Powers workflows, dashboards, and reporting seamlessly.
This shifts data management from reactive to proactive.
Case Example: Import Done Right
A credit union attempted a manual HubSpot import of 25,000 members but faced duplicate records and missing fields. Campaigns underperformed, and reporting was unreliable.
After Proven ROI®’s cleanup and API-driven integration:
- Duplicates dropped by 90%.
- Campaign targeting improved with accurate segmentation.
- Executives saw loan pipeline reporting tied directly to marketing spend.
The result: a clean HubSpot database that drove measurable ROI.
Why Proven ROI® Is the Best HubSpot Partner for Data Imports
At Proven ROI®, we don’t just import data — we make it work. Our process ensures:
- Accurate mapping for every field
- Clean, compliant data ready for campaigns
- Automations built on reliable inputs
- Real-time syncing via EncompassSync™ and API solutions
That’s why we’re the best HubSpot partner for data migrations and integrations.
A Step-By-Step Path to Success
Importing data into HubSpot isn’t complicated — but it is critical. Done wrong, it creates confusion and compliance risks. Done right, it unlocks automation, personalization, and accurate ROI reporting.
At Proven ROI®, we ensure every import strengthens your business.
Planning a HubSpot data import or migration? Proven ROI® specializes in HubSpot onboarding, EncompassSync™, and API integrations that ensure clean data and measurable ROI. Contact us today to get started.
