Introduction

Struggling with managing contacts, especially when transferring them to a CRM like HubSpot. Whether you’re switching from another CRM or enriching data from various sources, Importing your contacts into HubSpot can be a daunting task. 

But how do you import contacts to HubSpot seamlessly? Which method is best for your needs?

In this blog, we’ll cover every method to import contacts into HubSpot. From HubSpot’s native tools to Superjoin to bulk import/update contacts via Google Sheets. By the end, you’ll know the best way to import contacts to HubSpot like a pro - saving time and avoiding common pitfalls.

Why Import Contacts to HubSpot?

Did you know that a well-organized CRM system can improve customer retention rates by 27% and enhance customer satisfaction in 47% of businesses? Managing contact information is perhaps the most important part of CRM hygiene.

Professionals often waste 6-7 hours every week on manual data entry. This takes away time from more valuable tasks. Plus, 45% of businesses rely on Excel, which leads to inefficiencies and errors in contact management.

Accurate contacts give sales teams clear lead data to close deals faster. For customer service, they ensure quick access to customer history for better support. Clean data saves time and improves outcomes. Overall, importing contacts to HubSpot improves efficiency, enhances collaboration, and provides accurate data for better decision-making, faster sales, and stronger customer relationships.

So, centralizing and streamlining your contact data within your CRM a platform like HubSpot is important. 

Let's explore the challenges you might face and how importing contacts into HubSpot can be a game-changer.

Prerequisites

Before starting, gather the necessary tools and files:

1. A formatted CSV or Excel file containing contact data.

2. Access to a HubSpot account with import permissions.

3. Consistent column headers (e.g., "First Name," "Email," "Phone Number").

Steps to Prepare Your Dataset:

1. Remove duplicate or outdated data.

2. Include required fields: Email, First Name, Last Name.

3. Standardize formatting for consistency (e.g., phone numbers).

4. Backup your data to ensure you can recover it if needed.

Now let's look at the different methods that are available  for importing contacts to HubSpot

Different methods for importing contacts into HubSpot

1. Method 1 - Importing by bringing contacts CSV with Superjoin

   
   

2. Method 2 : Importing by bringing contacts CSV with Native HubSpot import tool

   
   

3. Method 3: Using HubSpot Apps 

   
   

4. Method 4: Using Data Migration Services 

To make it simpler for you let’s take a look at the two methods that we highly recommend: 

1. Superjoin for Dynamic Data Management

   Superjoin streamlines large-scale data management with dynamic 2-way sync between Google Sheets and HubSpot. It’s ideal for automating updates, managing bulk data efficiently, and reducing manual errors.

   
   

2. HubSpot Native Import Tool for Simpler Task

   The HubSpot native import tool is good for quick, one-time imports of smaller datasets. It allows users to upload and map data from CSV files effortlessly, making it a practical choice for small teams or less frequent updates.

Now that you know about what all methods are available, let’s dive deep into each method:

Method 1: Importing Contacts from Google Sheets Using Superjoin

Superjoin simplifies the process of importing contacts into HubSpot by providing a seamless 2-way sync between Google Sheets and HubSpot. Superjoin automates the syncing process, saving you time and reducing errors. This integration is especially beneficial for businesses looking to maintain an up-to-date contact list with minimal effort.

What is Superjoin?

Superjoin is a 2-Way Sync Data connector to connect HubSpot and Google Sheets.. It’s HubSpot Certified App on the HubSpot Marketplace. It has 14,000+ downloads on the Google Workspace Marketplace. 

Superjoin makes data synchronization easy, ensuring your HubSpot contacts are always accurate and up to date without manual imports or exports. Its user-friendly interface and efficient syncing capabilities make it a top choice for businesses of all sizes.

Here’s a quick guide on how to import contacts into HubSpot using Superjoin:

Step 1: Install Superjoin in Google Sheets

-Open Google Sheets, navigate to the Extensions tab, and select Add-ons > Get add-ons.

-In the Google Workspace Marketplace, search for “Superjoin.”- Install.  Follow the prompts, click “allow,” and you're ready to roll.

Step 2: Launch Superjoin:

-Return to the Extensions menu in Google Sheets and launch Superjoin 🚀

Step 3: Select HubSpot as the Data Source

-Click on Sources. Choose HubSpot as the data source.

Click on Connect to connect to your HubSpot account and follow the on-screen instructions.

Step 4: Create Export

- Click on Create new Export 

Step 5: Choose your Source Data

- Select the Sheet where your CSV was uploaded and the Header row.

Step 6: Choose your Action

- Choose what action to perform (Update, insert, etc), and select Contacts as your object.

Step 7: Map your Fields

-Map the fields in your CSV to the corresponding fields in HubSpot. 

Step 8: Select the rows you want to export

- Superjoin lets you import either selected rows, or the entire spreadsheet. 

Step 9: Validate your Export

You have successfully imported your contacts into HubSpot from Google Sheets. 

Furthermore, you can set up an automatic export schedule - this will ensure that your contacts get exported automatically so you always have the latest dataset. 

Step 10: Automatic Export: 

Furthermore, for a deeper understanding, check out How to Connect HubSpot to Google Sheets

Why is using Superjoin better than the native HubSpot import tool? 

Superjoin’s integration offers a blend of simplicity, power, and efficiency, making it the go-to solution for managing HubSpot data in Google Sheets. Here’s why it stands out:

1. 2-Way Sync

   Superjoin ensures seamless data flow between HubSpot and Google Sheets. Updates in one platform instantly reflect in the other, keeping your information perfectly aligned.

   
   

2. Automatic Export Schedules

   Save time and effort with scheduled data refreshes. Superjoin allows you to automate updates, ensuring your data stays current without manual intervention.

   
   

3. Bulk Updates

   Allows for bulk importing and updating of records, which is beneficial for large datasets

   
   

4. Easy Setup

   The intuitive design requires zero technical expertise. With just a few clicks, you can set up the integration and start syncing your data effortlessly.

   
   

5. Import data into Custom Fields and Objects

   Supports importing data into custom fields and objects, providing flexibility in data management. It also allows you to associate data. 

Whether you’re a beginner or an expert, you can integrate and manage your data with ease.

These features combine to make Superjoin a powerful solution for HubSpot and Google Sheets integration. For more details, check out Superjoin’s HubSpot Integration Documentation.

Method 2: Importing Contacts from CSVs Using HS native

Step 1: Log in to Your HubSpot Account

• Navigate to the Contacts section in HubSpot.

• Explain where the “Import” option is located.

Step 2: Start the Import Process

• Click on the “Import” button in the top right corner.

• Choose the type of data to import:

• Select Contacts as the object.

Step 3: Select Your File

• Upload the CSV or Excel file with the contact data.

• Explain file size limitations and accepted formats.

• Add a note about ensuring that the file is error-free.

Step 4: Map Your Fields

• HubSpot automatically maps column headers to contact properties.

• Explain how to review or adjust mappings manually.

• Suggest mapping custom fields if required.

Step 5: Review and Confirm Import

• Validate the data before importing.

• Describe HubSpot’s data validation step.

• Mention the “Skip duplicate contacts” option to avoid duplicate entries.

Step 6: Complete the Import

• Click Finish Import and allow HubSpot to process the data.

• Explain the time it may take depending on the data size.

Method 3: Importing Contacts using Apps 

HubSpot app marketplace offers a variety of apps designed to help users import contacts directly into HubSpot from various platforms like Google Contacts, Mailchimp, Outlook, and more. 

They allow you to sync your contacts quickly and easily, saving you time and ensuring your CRM stays updated.

How to Use These Apps
HubSpot has specialized apps for importing contacts from various major sources. Simply choose the app that fits your needs, install it from the HubSpot Marketplace, and follow the setup instructions to start importing your contacts.

We would not recommend using this method if you have data in multiple apps - it could easily lead to duplication and conflicts.

Method 4: Using data migration services

HubSpot’s Data Migration Services are a convenient option for businesses looking to import basic contact data into their HubSpot account. The service is priced at $500 for 500,000 records and typically takes 2-3 weeks to complete. It provides a straightforward approach for moving your data, but it does have several limitations.

The service does not include the transformation, combination, or cleansing of data, meaning that data must be in a ready-to-import format.

Apart from HubSpot’s data migration services, there are other 3rd-party HubSpot implementation agencies which allow you to migrate data to HubSpot. It’s ideal for those looking to migrate basic contact data from another CRM into HubSpot without requiring extensive data adjustments or complex integrations.

Best Practices for Importing Contacts to HubSpot

To make the process seamless and error-free, follow these expanded best practices:

1. Maintain Data Quality

Good data is the foundation of an effective CRM. Here’s how to ensure quality:

1. Remove Duplicates: Before importing, scan your data for duplicate entries. HubSpot also offers a built-in deduplication feature post-import to help catch any that slip through.

   
   

2. Eliminate Irrelevant Data: Review your contact list to ensure all information is necessary. Avoid importing outdated, incomplete, or unnecessary records that could clutter your CRM.

   
   

3. Standardized Fields and Formatting: Consistency is key. Make sure fields like “Phone Number” or “Date” follow a uniform format (e.g., +1 for international phone numbers or YYYY-MM-DD for dates). This prevents errors during the mapping process.

2. Leverage Custom Properties

HubSpot’s default fields may not cover all the specific data points you need. Here’s how to customize effectively:

1. Create Custom Properties: For unique data points, create custom properties in HubSpot before importing. This ensures your data is mapped correctly and stays organized.

   
   

2. Match Fields Correctly: During the import, carefully map your file’s columns to HubSpot’s properties, including the custom ones, to prevent mismatched data.

3. Backup Data

A backup acts as a safety net in case anything goes wrong. 

1. Save Your Original File: Keep an unedited copy of your data file stored securely on your computer or cloud storage. This ensures you can restore your data if there’s a mistake during the import process.

4. Validate and Test Before Full Import

1. Import a small sample of data first to check for errors or inconsistencies.

   
   

2. Review the imported sample to ensure fields are mapped correctly and data looks clean in HubSpot.

By following these expanded steps, you’ll have a well-organized and error-free contact import that sets you up for success in HubSpot!

Common Issues and Troubleshooting for HubSpot Importing

When importing contacts into HubSpot, you may encounter a few common issues. Here's how to troubleshoot them:

1. Problem: Import Fails Due to Formatting Errors

Formatting issues are a common reason for failed imports. HubSpot expects your CSV or Excel file to follow specific formats, and even a small mistake can cause errors. 

Solution:

Here’s how to avoid this:

Check CSV Format: Ensure your CSV file is properly formatted by checking column headers, avoiding special characters, and including all required fields. With Superjoin, these concerns are eliminated as it automatically handles formatting and mapping for a smooth import process.

Required Fields: Ensure that all mandatory fields for contact creation are filled out. Missing key fields such as email addresses or names can prevent the import.

Column Consistency: Ensure your column headers match HubSpot's default property names, like "First Name" or "Email." For custom fields, confirm they are created in HubSpot before importing. With Superjoin, field mapping is handled automatically, saving you time and reducing the risk of errors.

2. Problem: Duplicate Contacts

Duplicate entries can clutter your CRM, making it harder to manage contacts effectively.

Solution: 

Here’s how to fix it:

HubSpot's Deduplication Tool: HubSpot offers a built-in deduplication feature that identifies and merges duplicate contacts. You can run this tool after importing your contacts to automatically combine duplicates.

Clean Your Dataset Before Import: If possible, clean your contact list before importing.

3. Problem: Custom Fields Missing in HubSpot

When importing, HubSpot might not recognize custom fields unless they’ve been set up beforehand. 

Solution:

Here’s how to avoid this:

Create Custom Properties: Before importing your data, any necessary custom properties must be created in HubSpot to ensure your file aligns with the system during the import. However, with Superjoin, these edge cases are handled seamlessly, as it automatically maps and manages custom fields, saving you the hassle and ensuring accuracy.

Map Fields Correctly: When setting up your import, make sure that all custom fields in your CSV file are mapped to the correct HubSpot property. If you don’t map them correctly, HubSpot may ignore them or place them in the wrong category.

Check HubSpot’s Documentation: HubSpot offers step-by-step guides for creating and mapping custom properties, ensuring a smooth import process for custom data. With Superjoin, this process becomes even easier, as it automatically maps properties during imports, eliminating the need for manual setup and reducing the chances of errors.

By following these solutions, you can address common issues and ensure a smooth contact import into HubSpot. 

Conclusion

When importing contacts to HubSpot, you have several options. HubSpot’s native import tool is simple and works for basic CSV imports. For more complex data imports, Superjoin is your way to go. With features like 2-way sync,and export/import schedules, it simplifies managing contacts in HubSpot, offering a more seamless experience compared to HubSpot’s CSV import tool and migration services.

Try Superjoin’s HubSpot data connector to import data into HubSpot seamlessly.