How to Import Contacts in HubSpot

Why Importing Contacts in HubSpot Doesn't Have to Be a Headache

Hitting that “import” button feels like defusing a bomb with a spreadsheet. You’re one wrong column away from unleashing a horde of duplicate contacts or, worse, a cryptic error message that sends you spiraling into HubSpot’s help docs. It’s a classic sales task that feels unnecessarily risky.

But here’s the good news: it’s not that bad. When you get your contact data into HubSpot cleanly, you unlock a world of good stuff. Think laser-focused segmentation for email campaigns, personalization that actually feels personal, and reporting that makes your sales manager nod in quiet approval. A clean HubSpot contact import isn't just data entry; it's the foundation of a sales engine that runs smoothly. We’re going to show you how to pour that foundation without getting concrete on your shoes.

Prepping Your Contact List: The Unskippable Step

You wouldn’t build a house on a shaky foundation, so don’t upload a messy CSV into your CRM. This prep phase is the single most important part of the entire process. Spending ten minutes cleaning your file now will save you hours of data-induced agony later. Trust us.

Formatting Your CSV for Success

HubSpot's import tool is powerful, but it's pickier than a cat in a dog food factory. It needs things to be just so. Before you even think about uploading, open your spreadsheet and give it a quick spa day.

• One Header Row Only: Your file should have a single row at the very top that names your columns (e.g., First Name, Last Name, Email). No extra titles, no blank rows above it.

• Save as CSV (UTF-8): When you’re ready, save your file as a Comma Separated Values (.csv) file. If you have contacts with special characters in their names (like accents or emojis), choosing the UTF-8 encoding is your best bet to prevent them from looking like alien hieroglyphs.

• Scrub Your Data: Remove any weird symbols or special characters from your data fields. Standardize things like state and country names (e.g., use “CA” for every California entry, not a mix of “CA,” “Calif.,” and “California”). Consistency is your new best friend.

• Check Your Dates: If you’re importing date properties, make sure they’re all in the same format. HubSpot is flexible, but it can get confused if you mix MM/DD/YYYY with DD-MM-YYYY.

Required Fields and Common Pitfalls

In the kingdom of HubSpot, email is king. To create a contact record, you absolutely, positively need an email address. It’s the unique identifier HubSpot uses to prevent chaos.

Here are the landmines to watch out for:

• The Missing Email: Any row without a valid email address will be rejected. No exceptions.

• Blank Headers: Every column you want to import needs a name in the header row. HubSpot can’t map data from a column with no name.

• Mismatched Data: Don't put a phone number in the “Job Title” column. It seems obvious, but when you’re wrestling with a 5,000-row spreadsheet, mistakes happen. A quick scan can save you a world of hurt.

Step-by-Step: How to Import Contacts into HubSpot

Alright, your CSV is sparkling clean and ready for its debut. Let's walk through the hubspot bulk upload contacts process. We promise it's easier than it looks.

1. Navigate to your Contacts page in HubSpot (Contacts > Contacts).

2. In the top right corner, click the Import button.

3. Click Start an import. You'll be asked what you're importing. Select File from computer, then choose One file, and finally One object (since we're just doing contacts for now).

4. Choose Contacts as your object type and upload your pristine CSV file.

Mapping Columns Like a Pro

This is where you tell HubSpot how to read your file. The mapping screen shows your CSV columns on the left and asks you to match them with HubSpot contact properties on the right. HubSpot is pretty smart and will automatically match headers like “First Name” and “Email.”

For any columns it doesn’t recognize, you can manually search for the right property. If you have a custom column in your spreadsheet (like “Lead Source Conference 2024”), you can create a new HubSpot property for it right from this screen. Just click “Create a new property.” Easy peasy.

Avoiding Duplicate Contacts

Here’s the million-dollar question: “Will this create a bunch of duplicates?”

The short answer: No, not if you let HubSpot do its thing. HubSpot automatically de-duplicates contacts based on their email address. If you import a list and an email address in your CSV already exists in your CRM, HubSpot will simply update the existing contact with any new information from your file. It will not create a second contact record.

You can also use the Contact ID to de-duplicate, but 99% of the time, email is the way to go. So take a deep breath—you’re not going to break the database.

How to Associate Contacts with Companies

Okay, so you want to import contacts and associate them with companies at the same time? This sounds complicated, but it's surprisingly simple. The trick is to use a unique identifier for the company in the same row as your contact.

The best unique identifier is the Company Domain Name (e.g., `topo.io`).

Just add a column to your CSV called “Company Domain Name” and put the company’s website domain in it for each contact. When you get to the import step, instead of choosing a “One object” import, you’ll select a Multiple objects import. HubSpot will then ask you to define the relationship between contacts and companies, using the domain name as the bridge. It will automatically create or associate the company and link your new contact to it.

Troubleshooting: What to Do When HubSpot Throws a Fit

Even with perfect prep, HubSpot can sometimes get cranky. If your import fails or you get an email with a list of hubspot import errors, don't panic. The error messages look intimidating, but the fixes are usually simple.

Fixing Common Import Errors

• Error: HEADER_NOT_FOUND
  What it means: Your file is missing a required header. It’s almost always the “Email” column.
  The Fix: Open your CSV, make sure there's a column titled “Email,” and that every contact has a value in that column.

• Error: INVALID_ENUM_PROPERTY
  What it means: You tried to import a value into a dropdown property that doesn't exist as an option. For example, trying to import “Hot” into the “Lead Status” property when your only options are “New,” “Open,” and “In Progress.”
  The Fix: Either update your spreadsheet to use one of the existing property options or go into your HubSpot settings and add the new value to that property before re-importing.

• Error: AMBIGUOUS_UNIQUE_PROPERTY
  What it means: You’re trying to associate contacts with companies using a property that isn’t unique, like “Company Name.” Multiple companies might have similar names (e.g., “Apex Solutions Inc.” and “Apex Solutions LLC”).
  The Fix: Always use “Company Domain Name” as your unique identifier when associating objects. It’s the only way to be sure.

• Error: FAILED_TO_PROCESS_PAYMENT
  What it means: Just kidding. If you see this error, you might want to check your credit card statement, but it has nothing to do with HubSpot.

Pro Tips for Bulk Uploads and Data Hygiene

Once you've mastered the basics, you can move on to the big leagues. Here are a few tips for managing larger imports and keeping your CRM data so clean you could eat off it.

Best Practices for Large Imports

• Run a Test First: Got a list of 10,000 contacts? Don't import it all at once. Create a test file with 5-10 rows and run it through the process first. This helps you catch any mapping or formatting issues before you make a 10,000-contact mistake.

• Break It Down: For massive lists, consider breaking them into smaller batches of a few thousand contacts each. This makes it much easier to troubleshoot if an error does occur.

• Use the “Import Name”: On the final screen of the import process, give your import a descriptive name (e.g., “Webinar Leads - May 2024”). This creates a static list of these contacts, making it easy to find them, enroll them in a sequence, or delete them if something went horribly wrong.

Using Topo to Supercharge Your HubSpot Imports

Now that you’ve mastered the manual HubSpot contact import, you've probably realized something: you shouldn't be doing it at all. It’s 2024. Your time is better spent talking to prospects, not fighting with spreadsheets. This is where a little automation goes a long way.

Tired of this whole process? Topo's AI agents live in HubSpot. We have a deep, native CRM integration that goes way beyond a simple sync. Our AI agents don't just import contacts; they find the right ones based on real-time intent signals, enrich them with verified data, and warm them up with personalized outreach. All activity, from lead generation to email replies, is logged perfectly in your CRM. No CSVs required.

Think of it as the ultimate “do it for me” button for your pipeline. While you’re mastering the art of the deal, Topo is handling the soul-crushing data work for you. If you're interested in taking your sales process even further, consider exploring automated sales prospecting systems that can help you book more meetings and reduce manual work.