When working with HubSpot—especially for automation, integrations, or advanced CRM management—you’ll come across a key term: Record ID. While it may seem technical or even obscure at first, the HubSpot Record ID is one of the most important fields in your CRM system.
This guide will help you fully understand what the HubSpot Record ID is, where to find it, and how to use it in workflows, API calls, data imports, and beyond.
What Is the HubSpot Record ID?
The HubSpot Record ID is a unique numeric identifier automatically assigned to each object in your HubSpot CRM. Every contact, company, deal, ticket, product, and custom object has its own Record ID.
Unlike emails, names, or phone numbers—which can change or be duplicated—Record IDs are permanent and unique. That makes them ideal for integrations, data matching, and CRM automation.
You can think of the Record ID as the “social security number” for every HubSpot record.
Types of HubSpot Records with Record IDs
Each object type in HubSpot has its own Record ID series. Common examples include:
- Contacts
- Companies
- Deals
- Tickets
- Custom Objects
- Calls/Meetings/Tasks (as CRM activities)
- Line Items and Products
Record IDs are typically long integers (e.g., 1047219273) and are used behind the scenes by HubSpot’s database to identify and reference these objects in workflows and APIs.
Where to Find the HubSpot Record ID
You can find the Record ID in several ways:
1. In the HubSpot UI (via Export or Property Field)
- Navigate to Contacts, Companies, or Deals.
- Click the gear icon to edit columns.
- Search for and check “Record ID” to display it in the table view.
- You can also export your records and include “Record ID” as a column.
2. In an Individual Record URL
When viewing a contact, company, or deal, the Record ID appears in the URL:
rubyCopyEdithttps://app.hubspot.com/contacts/1234567/contact/1047219273/
In this example, 1047219273 is the Record ID.
3. In Custom Workflows or APIs
- In workflows: The Record ID can be used as a unique identifier in branches, filters, or property setting actions.
- In the HubSpot API: Every object is referenced by its Record ID for updating, deleting, or associating.
Why HubSpot Record ID Matters
1. Accurate Data Imports and Merges
When importing lists into HubSpot, using the Record ID ensures updates match existing records exactly—even if email or company name fields have changed.
2. API Integrations and Automation
If you're syncing data between HubSpot and tools like Salesforce, Encompass, or a custom app, Record IDs provide stable links across systems.
3. Workflow Targeting
You can trigger automation for a specific record or set of records using Record IDs as filters or trigger conditions.
4. Association Management
You can associate one object with another (e.g., link a deal to a contact or a line item to a deal) using their respective Record IDs.
5. Custom Development and Reporting
Custom apps and reports use Record IDs as primary keys to link datasets, trigger alerts, or pull analytics.
Common Use Cases for HubSpot Record ID
Use Case 1: Updating Records via CSV Import
You have a list of 1,000 deals and want to update a custom field. Instead of using Deal Name or Contact Email, use Record ID to ensure updates go to the exact records.
Use Case 2: External System Syncing
You want to sync customer data between HubSpot and a third-party CRM. By storing HubSpot Record IDs in the external system, you ensure that any changes or lookups connect to the correct record.
Use Case 3: Workflow Efficiency
Create a list of VIP accounts using their Record IDs and apply workflow triggers only when those specific IDs enter a given lifecycle stage.
Record ID vs Object ID vs VID
You may encounter other identifiers in HubSpot’s ecosystem. Here’s how they differ:
- Record ID: Standard term across the HubSpot UI for any object (contact, company, etc.).
- VID: Legacy identifier specific to contacts. Still visible in older exports or APIs.
- Object ID: Generic term used in HubSpot APIs to refer to a record’s ID (same as Record ID).
For consistency and future compatibility, always use "Record ID" where possible in imports, APIs, and automation.
Best Practices When Working with HubSpot Record IDs
- Always include Record ID in your exports and data backups
- Don’t attempt to change or edit Record IDs—they are system-assigned
- Use Record IDs instead of names or emails when importing updates
- Store them securely in your external systems if integrating with HubSpot
- Avoid duplicating Record IDs across object types—each ID is unique within its own object class
Final Thoughts
The HubSpot Record ID may seem like a behind-the-scenes technical detail, but for businesses that rely on clean data, automation, and integrations, it’s one of the most essential fields in the CRM.
By understanding how to find, use, and manage Record IDs, you can eliminate errors, streamline processes, and connect your systems with confidence.
Need help setting up a clean CRM structure or automating your data workflows in HubSpot?
Contact Proven ROI today for expert CRM strategy, automation setup, and HubSpot-certified implementation.
