Article

How to export HubSpot contacts, deals and notes

By TrustPast

Updated November 5, 2026

A company of 30 or more that sells through HubSpot has years of its sales work in one place. Every contact, every deal, every stage it passed, and the notes the team wrote along the way. A buyer pays to license records like these to train AI models. You don’t export anything to apply. You count what you have, and an export comes later, if at all, after an agreement says what it covers. This guide settles what to count, who in the account can export, and what each of HubSpot’s export tools produces, in HubSpot’s own words.

Checked on 5 November 2026 against HubSpot’s Knowledge Base, linked at each step. HubSpot says its export of records is available on all products and plans; a few tools below need a named plan, and we say which. Menus change. If a step here differs from HubSpot’s page, HubSpot’s page wins.

You don’t export to apply

micro1 is the buyer on this page. micro1 names sales among the operational data it looks for: “CRM data, sales processes, playbooks, customer lifecycle documentation, and revenue operations.” A HubSpot account is most of that list. Its eligibility answer also names “CRM records” beside SOPs, project histories and support tickets.

micro1’s published steps start with the company, not with files. First “Discovery & pricing”, where “We identify licensable datasets across your business and tailor an offer based on the nature, scale, and value of your data.” Then “Contracting”. Then “Delivery & acceptance”, where “You securely transfer your data through our APIs or other approved methods.” Then “Payment”. Files move in the third step, after the contract.

What micro1 asks for first is a description, not a download. Its referral page says the company “sets up the company’s profile on the company portal” and “completes data manifest.” Its estimator asks three questions: “How many employees does your company have?”, “How many years of data do you have?”, with the note “Typically the number of years you’ve been in business”, and “Where is your company headquartered?”

micro1 publishes this, word for word: “Before any participation, together we confirm:”

“U.S. and allied buyers only”
“Data segregation”
“De-identified before sharing”
“Defined retention periods”

Then, at contracting: “We establish clear licensing terms, including a commitment not to resell or distribute your data until personal and identifying information has been anonymized.”

micro1 says data moves “through our APIs or other approved methods” and publishes nothing more on delivery. So this guide does not tell you to send a file anywhere. It shows what HubSpot’s exports produce, so the scope you agree to is one HubSpot can actually deliver.

Apply & License Your Data

What is wanted, and what is not

The names in a CRM are not the point. Nor are the phone numbers, the email addresses or the payments. micro1 says what it is after: “data that reflects how work is actually performed within an organization.” It adds that “The most valuable datasets capture real operational expertise, decision-making processes, and repeatable workflows.”

In a HubSpot account, as we read it, that is three things.

How an enquiry became a deal. The first contact, the follow-up, the meeting, the quote.
How a deal moved. Which stages it passed, which it skipped, how long it sat in each, and why it was won or lost.
How a customer problem was settled. The ticket, the call, the note that says what was agreed.

A contact card with a name and a phone number shows none of that. The deal history and the notes show all of it. That is why the order of this guide is counts first, then permissions, then the files.

The records are de-identified before use. micro1 says “Personal and identifying information is removed or transformed before your data is shared with third parties.” It also says that “certain datasets may undergo synthetic rewrites that preserve workflow structure while reducing direct ties to original records.” The structure stays. The people in it don’t.

How much you have, and where to find it

The numbers that matter are people, years, contacts, deals and notes. HubSpot’s export pages do not describe one screen that shows all of these totals at once. So here is our own method, using the views HubSpot already has.

The years. Open the oldest deal and the oldest contact still in the account. Their dates are where the record starts. Note whether a spreadsheet or another CRM came before HubSpot; those years may sit somewhere else.
The contacts and companies. Open the “All contacts” and “All companies” views. HubSpot calls these the “All [records]” view of each object. Note the totals.
The deals. Note how many pipelines you have and how many deals sit in each. A company that sells two kinds of work often has two pipelines, and each is its own process.
The notes and calls. Open a few deals from different years and count the activities on them. A rough average per deal, times the number of deals, is a fair first estimate. It is our own shortcut, not a HubSpot figure.
The playbooks. Count the sales documents the team actually uses: the qualification checklist, the quote template, the follow-up sequence. micro1 lists “sales processes” and “playbooks” among what it looks for.
The people. How many staff work in HubSpot, and how many work at the company in all. micro1’s published line is “30+ full-time employees.”

That gives you six lines. They are what we would bring to the first call. micro1 says “There’s no fixed minimum number of files, documents, or terabytes,” and that “Companies with several years of records across multiple business systems are generally a stronger fit.” A HubSpot account is one system. Count the others too.

Who can export, and what the plan allows

HubSpot sets most of the gates in permissions, not in plans. (HubSpot’s export page)

The plan. HubSpot says record export is “Available with any of the following subscriptions, except where noted: All products and plans.”

The permission. “Export permissions are required to export records.” HubSpot’s permissions guide describes the switch: it lets “the user export CRM records and reports from your HubSpot account.” Two more switches sit beside it, “Export without approval” and “Approve exports.” (HubSpot’s permissions guide)

The approval. On Enterprise plans of Marketing Hub, Sales Hub, Service Hub, Data Hub and Content Hub, a Super Admin can make exports wait for approval. HubSpot says users “cannot export records, segments, or property history without approval” once the rule applies to them. The rule can start above a number of records you choose. And “Exports containing Sensitive Data will always require approval regardless of the number of records.” (HubSpot on export approvals)

Our advice is to use what your plan offers. Give the Export switch to the owner and one admin, and write down who they are. On Enterprise, switch on approvals and set a low threshold. Every request then shows in the export audit log, with its status.

The steps, in HubSpot’s words

These are HubSpot’s steps for a deals export, quoted or kept to HubSpot’s menu names. The same steps work for contacts, companies and tickets. Run them after an agreement, not before. (source)

Navigate to the records. In your HubSpot account, click More, then navigate to CRM > Deals. If More doesn’t appear, go to CRM > Deals directly.
Open the view. In table view, click the view’s tab. “To export all records of that object, open the All [records] view.” In board view, pick the pipeline first from the dropdown in the upper left.
Click Export. In table view it sits at the top right of the table. In board view, click Board options, then select Export view.
Choose the file. Select the file format, enter an export name, and choose the language of the column headers. HubSpot notes that headers are translated but “the property values within each column will not be translated.”
Choose the columns. By default, “only the properties and associations in the view will be included in the file.” Click Customize to change that: the properties in the view, all properties, or all properties and associations.
Click Export and wait for the email. “You’ll receive an email with a download link to your export file. Download links to export files will expire after 30 days.”

HubSpot keeps a record of what was taken. “Historical exports remain visible in your export log for 3 years then they will be automatically removed.”

Where the notes are

This is the step most owners get wrong. A deals export is not the deal’s story. HubSpot says a record export “downloads their current property values and associations.” Current values only. The stage the deal is in today, not the five it passed through.

The notes are activities, and HubSpot sends them elsewhere: “If you want to export contact activities (e.g., calls, notes) instead, you can: Export individual contact data. Export certain activity reports. Use the engagements API.” (source)

Each of the three has a catch.

One contact at a time. HubSpot’s contact data export works from one contact record. Under Actions, select Export contact data, and tick “Contact activities” to add “all activities associated with the contact (e.g., emails, notes).” It needs “Super Admin or CRM export permissions.” Each choice comes as its own file. HubSpot built it for a contact who “inquires about the personal data your business stores,” and it warns that the file “should only be shared with contacts for its intended purpose.” Values “may be redacted if they contain information that’s sensitive in nature.” Our reading: this is the tool for a privacy request, not for an account’s history. (source)

Reports. HubSpot lets a user send a report as “a once-off email to your user email address” with a data file. A report holds what the report was built to show, and no more. (source)

The engagements API. That is a developer’s job, and it pulls whatever the code asks for. If a scope ever calls for the API, the scope should say which activity types, which dates and which fields.

Calls and appointments are a partial exception. HubSpot lists both among the objects a user can export from their own index pages, at CRM > Calls and CRM > Appointments. Notes are not on that list.

How a deal moved through its stages

The movement is the valuable part, and HubSpot keeps it in two places.

Property history. HubSpot’s property history export gives “the property’s current and historical values, and when the values were updated.” Tick “Include Source Information” to add “the user/tool that updated each property value.” It needs “CRM Export and [Object] Edit All permissions.” HubSpot caps what it keeps: “Contact properties: up to 45 revisions,” and “Company, deal, ticket, and custom object properties: up to 20 revisions.” Dates are in UTC. The export runs from Settings > Properties, one property at a time. (source)

Sales reports. On Sales Hub Starter, Professional and Enterprise, HubSpot’s sales analytics suite includes a “Deal change history” report that “shows changes made to the deals’ stages, amounts, and close dates.” A deal funnel report shows “the number of skips when a deal doesn’t follow the typical deal stage chronology, conversion rates, and time spent in each deal stage.” (source)

Twenty revisions is a limit worth knowing before anyone writes a scope. A deal that changed stage, amount and close date many times may have lost its oldest values. Note it in your counts, so the gap is known.

What the file contains

The file is a table, one row per record, one column per property. (HubSpot’s export page)

Properties. With “All properties on records”, the columns run in alphabetical order, with Record ID first. With the view’s properties only, they follow the view’s order.

Associations. “Each associated object will have its own column within the file.” Depending on the object, that covers “associated contacts, companies, deals, tickets, custom object records, line items, subscriptions, or payments.” By default HubSpot includes “up to one thousand associated record ID values per association column and the associated record name.” All associated records is an option for CSV files only.

Formats. HubSpot’s limits name three: CSV, XLS and XLSX. For a large account, CSV is the one HubSpot points to: “For exports with a large number of columns, it’s recommended to export CSV files which won’t have a column limit.” XLS stops at 256 columns and XLSX at 16,384, and extra columns are dropped.

Here is our own reading of what that means. A deals export with associations is a map: which deal belongs to which company, which contacts were on it, which tickets followed. It sizes the record and shows its shape. It is not the conversation. The conversation is in the notes, the calls and the emails, which come from the routes in the section above.

The same file also names people. A contacts export is a list of names, emails and phone numbers by design. A deals export with associations carries the associated record name. Payments are an object HubSpot can export too. None of that is what a scope about how the work was done needs.

The limits

HubSpot publishes its technical limits on the export page. (source)

“You can complete up to 300 exports within a rolling 24 hour window, and up to three exports simultaneously.” More are queued.
“Large exports may take a few hours to complete.” CSV and XLSX files over 1,000,000 rows, and XLS files over 65,535 rows, arrive as several files in a zip.
“An exported CSV file will be automatically zipped if the resulting file is greater than 2MB.”
The download link expires after 30 days.

None of these stop a normal company. They matter for one reason: if a scope says “all deals since the start”, the export may arrive as more than one file, and each file should be counted.

The personal data in it

A CRM is a list of people before it is anything else. Every contact has a name. Most have an email address and a phone number. The notes hold what customers said on the phone, sometimes their address, sometimes things about their family or health they mentioned in passing. Payments, if you take them through HubSpot, are records of money and the people who paid it. The staff who wrote the notes are named on every one.

micro1 publishes how it handles this. “Personally identifiable information (PII) is removed when relevant, access is restricted to a limited number of authorized team members, and customer data is processed through isolated pipelines that prevent it from being commingled with other engagements.” On cleaning beforehand: “Does my company need to anonymize its data before transferring it? No, micro1 has processes for de-identifying and transforming sensitive information.”

It also publishes the checks the company keeps. “Data is retained only for agreed periods, companies have the opportunity to review representative samples before use, and deletion requests are honored according to the terms of the engagement.” On ownership: “Companies retain ownership of their underlying data.”

What that means in practice, as our own advice:

Agree what is removed before any export. micro1 puts “De-identified before sharing” in the list it confirms “Before any participation”.
Leave out what is not the work. The contact list, the email and phone columns, and the payments object are not how a deal was won.
Use the sample review. Ask to see representative samples of your own deals and notes, after de-identification, before prepared data is used.
Read your own privacy notice. What you told customers about their contact details is a question for your counsel before the scope is signed.
Don’t edit or delete records yourself. HubSpot’s property history exists to show what changed; editing it changes the record. The de-identification step exists for this.

What is never included

micro1 does not publish one fixed list of what stays out, for CRM data or any other. It says a company’s data is kept separate from other companies’ data, and that personal and identifying information is removed or transformed before it’s shared with third parties.

Here is what we tell owners to keep out, as our own advice, not micro1’s:

payment details, card numbers and bank details, including anything in HubSpot’s payments object;
Social Security numbers and tax IDs typed into a note or a custom property;
health information that customers mentioned and staff wrote down;
records about minors;
attorney-client threads and notes about a dispute in the hands of your lawyer;
deals for a client whose contract says its information stays its own;
staff records, if HR ever used the same account.

One HubSpot point sits beside that list. HubSpot already treats sensitive data differently: on Enterprise plans, “Exports containing Sensitive Data will always require approval regardless of the number of records.” Whatever your account holds as sensitive data is a good first draft of what to leave out.

Check the export

If an agreement asks for an export, check it before it goes anywhere. Five checks, as our own advice:

The columns. Open the file and confirm only the agreed properties are there. “All properties” is rarely the agreed scope.
The dates. Sort by create date and find the oldest and newest record. They should match the agreed range.
The counts. Compare the rows with your own count from the view. If the file came as a zip of several files, add them up.
The history. If the scope includes stage history, note any deal that hit HubSpot’s 20-revision cap, so the gap is known.
The link. Download within 30 days, keep the file somewhere access-controlled, and check the export log for who ran it.

Other office systems

A CRM rarely stands alone. The mail behind the deals sits in Google Workspace or Microsoft 365. The Google Workspace export guide covers Gmail, Drive and Chat. The Microsoft 365 export guide covers Outlook, SharePoint, OneDrive and Teams. If the customers’ problems are handled in a support desk, the Zendesk export guide covers tickets. If part of the company sells or supports customers in Salesforce, the Salesforce export guide covers accounts, opportunities and cases.

The records themselves are described elsewhere on our site. The CRM records page goes through which parts of a customer history show how jobs were won or lost. The estimates and quotes page covers the quote, which is where most deals start. Both are written for trade companies; the shape of the record is the same in a sales team. How names and details are taken out is on how de-identification works.

Where we fit

We, TrustPast, explain the process and give you a range with our estimate. The estimate is ours, not an offer. micro1’s own pages put payments “typically ranging from $100K to over $3M”, in three tiers of $100K-500K, $500K-3M and $3M+ (indicative, not an offer). micro1 calls its own payout figure an “Indicative estimate only,” and says the final payout “is determined based on data sources, volume, quality, access terms, and due diligence.”

You apply to micro1 yourself, through the button on this page, with counts, not files. micro1 pays us a referral fee. You pay us nothing. We never see your CRM or your exports. Why buyers want records like these at all, and what they leave out, is on what data buyers actually want from a trade business.

What a company of 30 or more holds, and why that headcount is micro1’s published line, is on the page for companies with 30 or more staff. What happens after the application is on what happens after you apply. How the records are protected is on how it’s safe.

Worth two minutes to see your range? Find the oldest deal first.

TrustPast

Questions and answers

Do we have to export HubSpot to apply to micro1?

No. micro1’s estimator asks how many employees, how many years of data and where the company is headquartered. micro1’s steps put contracting before delivery, and it says the company transfers its data “through our APIs or other approved methods.” Count first; run an export only after an agreement names it.

Who in our account can export records?

HubSpot says “Export permissions are required to export records.” Its permissions guide describes the Export switch as letting a user “export CRM records and reports from your HubSpot account.” A single contact’s data export needs Super Admin or CRM export permissions.

Does the deals export include the notes?

No. HubSpot says a record export downloads the records’ “current property values and associations.” For activities such as calls and notes, HubSpot points to three other routes: exporting an individual contact’s data, exporting certain activity reports, or the engagements API.

Can we see how a deal moved through its stages?

HubSpot’s property history export keeps up to 20 revisions for deal properties, with the date of each change. On Sales Hub Starter, Professional and Enterprise, the Deal change history report “shows changes made to the deals’ stages, amounts, and close dates.”

How long is the download link valid?

HubSpot says “Download links to export files will expire after 30 days.” Past exports stay in the account’s export log for three years, then HubSpot removes them.

Should we clean out customer names before an export?

Our advice: don’t edit the CRM to apply. micro1 says a company does not need to anonymize its data before transferring it, because it “has processes for de-identifying and transforming sensitive information.” Agree in writing which fields are in scope and which are removed.