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Start exporting while you can still sign in. Use HubSpot’s record export for current CRM properties and associations, create a separate CRM backup if your subscription and permissions allow it, and export property history, activities, content, and other assets through their own workflows. Download every file before its expiry window, validate the contents, and keep an encrypted copy outside HubSpot. No single export is a complete account archive.
Make an export plan before access changes
Account cancellation, a change of ownership, a domain move, or a departing administrator can remove your ability to download data. Ask an authorized administrator to schedule the work before credentials, subscription privileges, or Super Admin access are revoked. HubSpot’s own guidance separates CRM records from property history, activities, content, users, logs, and other account data, so treating one CSV or ZIP as “everything” creates gaps.
- Confirm authority. Record exports require the Export permission. A CRM backup requires Super Admin. Property-history exports require CRM Export and Edit All for the relevant object. Have an authorized administrator perform or supervise these actions.
- Inventory the data. List the objects, properties, activities, files, content, reports, automations, and account records that must survive the transition.
- Export current records. Run a customized export for each important object rather than relying on a narrow saved view.
- Create a CRM backup. Use it as a second snapshot of supported objects, not as a replacement for record, activity, or association exports.
- Capture historical and non-record data. Export property history and use the appropriate report, API, or dedicated asset workflow for activities, inbox data, and content.
- Download, verify, and secure the files. Record-export links expire after 30 days; CRM-backup downloads expire after 14 days.
Keep a dated manifest of each export, the user who created it, the object or asset covered, the file name, and the date downloaded. This makes it possible to spot a missing object before access disappears.
Decide which export route covers each requirement
| Route | Best use | Important limits and requirements |
|---|---|---|
| Object record export | Current property values and selected associations for a CRM object | Requires Export permission; default fields come from the selected view; download link expires after 30 days; large exports can split into files |
| CRM backup | Additional snapshot of supported CRM objects and their populated properties | Requires Super Admin and a qualifying subscription; no associations or activity data; changes during processing may be absent; download within 14 days |
| Property-history export | Historical values and update timestamps for a selected property | Requires CRM Export plus Edit All on the object; exported one property at a time; history is capped at 45 revisions for contacts and 20 for companies, deals, tickets, and custom objects |
| Reports, APIs, or dedicated asset exports | Activities, inbox data, marketing and website content, files, workflows, reports, and categories not covered by record export | Each category has its own workflow and may require technical setup or additional permissions |
HubSpot’s inventory also calls out account activity history, users and export logs, revenue data, files, website and marketing content, reports, sales activity, inbox data, workflows, and other service or marketing data. Add every category relevant to your business to the manifest instead of assuming it is included in a CRM file.
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Export CRM records object by object
Use this route for contacts, companies, deals, tickets, custom objects, products, and any other object available in your portal. The official procedure is documented in HubSpot’s “Export your records” guide (updated April 2, 2026).
1. Open the complete records view
In HubSpot, open the CRM area for an object and select its All [records] view. Starting from a filtered view is risky because the view can control which properties are offered by default. If you need every record, remove filters or choose the portal’s full-record view before opening the export dialog.
2. Start Export
Choose Export from the records page. If the option is unavailable, an administrator must grant the Export permission; do not work around a missing permission by sharing credentials.
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Choose a format that fits the receiving system. CSV is generally the safer choice for very wide or large exports because HubSpot lists spreadsheet column limits for XLS and XLSX. If a spreadsheet format is required, confirm that the receiving system can accommodate its row and column limits before exporting.
4. Customize properties
In the export dialog, choose the option to customize the properties included. The default is based on properties and associations in the selected view; a view that displays only a few columns can therefore produce an incomplete file. Add every field needed for re-import, reporting, compliance, and reconciliation, including internal identifiers, record owners, create and update dates, lifecycle or pipeline fields, and custom properties.
5. Include associations deliberately
Choose the association fields and associated-record details needed by the destination. For CSV exports, HubSpot provides an option for all associated records. Use it when relationships such as contact-to-company, deal-to-contact, ticket-to-company, or custom-object links matter. A current-property export does not automatically provide the full history of relationship changes.
6. Include alternate contact and company identifiers
When relevant, include all email addresses for contacts and all company domains. These values improve matching during a later import, especially when a primary email or domain has changed.
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7. Submit and track the delivery
HubSpot processes the export and sends a download link by email. Processing can take multiple hours, and large exports may be split into several files. Keep every part, not only the first attachment or link. The export log can retain historical entries for three years, but a completed file is downloadable from that log only while it is within the 30-day download period.
Repeat the procedure for each object in your inventory. A contacts export does not include company, deal, ticket, product, task, call, conversation, or custom-object rows unless you separately export those objects.
Use a CRM backup as a second snapshot
A CRM backup is useful insurance when available, but it is deliberately narrower than a full account archive. HubSpot describes the workflow in “Back up CRM data” (updated June 4, 2026).
What the backup contains
The ZIP contains CSV files for populated supported objects, including contacts, companies, deals, tickets, custom objects, products, calls, conversations, and tasks. It does not include associations or activity data, so it cannot replace the customized record exports and activity-specific work described elsewhere in this guide.
Subscription and permission requirements
- Starter or Professional subscriptions support one backup each week.
- Enterprise supports one backup every 24 hours.
- You must have Super Admin permission.
If the backup option is missing, verify both the subscription tier and the acting user’s Super Admin status. Ask the current account owner to perform it rather than delaying the rest of the export plan.
Create and download the backup
- Open Settings.
- Go to Data management > Backup & Restore.
- Select Create manual backup.
- Wait for processing to finish and download the ZIP within 14 days.
HubSpot warns that edits made while the backup is processing may not appear in the result. Freeze nonessential bulk changes during the run, note the backup’s start and completion times, and compare its contents with the record exports you already received.
Export property history separately
A normal record export shows the current value of a property. It does not automatically provide every prior value or the time each change occurred. Use HubSpot’s “Export property history” procedure (updated September 8, 2026) for properties whose change trail matters.
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Required permissions and path
You need CRM Export plus Edit All for the relevant object. In HubSpot, go to Settings > Properties, select the object, select a property, and choose Export property history. Run a separate export for each property that needs historical coverage.
What the file records
The export contains current and historical values for records that have a value, together with update times. Timestamps are supplied in UTC, so preserve that timezone when converting them for local reports.
Revision limits
| Object type | Maximum revisions documented by HubSpot (2026) |
|---|---|
| Contact properties | 45 revisions |
| Company, deal, ticket, and custom-object properties | 20 revisions |
These are finite retention limits, not guarantees that every record has that many entries. Export high-risk fields first, such as lifecycle stage, deal stage, contract status, owner, consent-related fields, and custom compliance fields.
Capture activities, content, and account-level data
Record exports and CRM backups are not a universal account export. Use the category-specific route that matches the data you must preserve.
Activities and engagements
Calls, tasks, conversations, and other engagements may be represented in supported object exports, but a standard record export does not automatically include every activity associated with every record. HubSpot directs users who need contact activity data toward individual contact data, activity reports, or the Engagements API. Choose the method that can reproduce the date range, activity type, participants, notes, and associations required by your destination.
Inbox and communication data
Inbox data has its own export considerations. Identify shared inboxes, conversation transcripts, attachments, participants, and retention requirements, then use the applicable HubSpot export or API workflow. Do not infer that a conversations CSV is a complete inbox archive.
Files and website or marketing content
Inventory files, pages, templates, forms, emails, campaigns, workflows, reports, and other content separately. A CRM data ZIP is not a copy of these assets. Download source files and document dependencies, ownership, domains, integrations, and any assets that must be recreated rather than imported.
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Users, logs, and definitions
Account activity history, users, export logs, revenue data, property definitions, and other administrative information can be important during an audit or migration. HubSpot’s “Export your content and data” overview (updated September 25, 2026) lists these categories and links to their dedicated workflows. The property-definition export described in “Organize, delete, and export properties” (updated June 11, 2026) helps preserve field names, types, and configuration before rebuilding them elsewhere.
Marketing permissions
Exporting all contacts includes unsubscribes unless you filter them out. The resulting contact file is therefore not automatically a clean marketing-permission list. Preserve subscription status and consent fields, apply the destination’s compliance rules, and restrict access to the file.
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Do not wait until the account is scheduled for deactivation. Record-export links expire after 30 days, while CRM-backup files are available for 14 days. The export log can show who exported what and when; HubSpot’s export-log documentation (updated March 16, 2026) explains the audit view and download history.
Use a practical validation checklist
- Open representative CSVs and confirm they are readable, not empty, and encoded correctly.
- Compare row counts with the record totals shown in HubSpot for the same object and filters.
- Check that key columns, internal IDs, email addresses, domains, owners, timestamps, and custom properties are present.
- Confirm that every split file from a large export was downloaded and stored.
- Check associations in the record export separately from the CRM backup, which omits them.
- Open the ZIP and verify that each expected populated object has a file.
- Record export creation, completion, and download dates in the manifest.
These checks are prudent operational controls, not a HubSpot guarantee that a row count alone proves completeness. Investigate discrepancies while an authorized user can still rerun an export.
Plan storage and access controls
Exports can contain personal information, confidential deal values, support conversations, credentials embedded in notes, and other sensitive material. Store them in an encrypted location with access limited to people who need the data. Keep a second copy in a separate secure location; an external hard drive is one possible storage medium, but it is not required. Apply your organization’s retention, deletion, and incident-response policies to both the working copy and the backup.
Use descriptive, immutable names such as hubspot-contacts-current-2026-10-14.csv and preserve the original ZIP or CSV alongside any transformed import files. Never overwrite the source export while cleaning columns for a new system.
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Understand technical limits and common failures
Export limits
HubSpot documents a maximum of 300 record exports in a rolling 24-hour period and three simultaneous exports. Large jobs may take hours and may be split. Queue object exports instead of launching many at once, and start with the largest or most business-critical objects.
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The export button is missing
Ask an administrator to verify Export permission for record exports. For property history, verify CRM Export and Edit All on the selected object. For CRM backup, verify Super Admin and the subscription requirement. Permissions are object- and workflow-specific; having access to one route does not imply access to another.
The file is missing fields
Rerun the record export from the complete records view and customize properties and associations explicitly. A view-based default can omit fields that are not displayed. Preserve the original incomplete file for audit purposes, then label the replacement clearly.
The download link expired
Record links are valid for 30 days and CRM-backup downloads for 14 days. If the file is no longer available, an authorized user must create a new export or backup. The three-year export-log retention does not extend the download period for old files.
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Check filters, object scope, deleted or archived records, split files, and whether the comparison is between current records and a backup taken at a different time. Re-export after documenting the discrepancy rather than silently accepting a smaller file.
Historical changes are absent
Run property-history exports for the specific fields. A current-value record export cannot reconstruct prior values, and the documented history limits are 45 revisions for contact properties and 20 for company, deal, ticket, and custom-object properties.
Prepare for migration instead of expecting a one-click merge
Exporting preserves data; it does not create a complete account-to-account merge. HubSpot states: “There is no way to merge all the data between HubSpot accounts.” See HubSpot’s account export guidance for the qualification and related asset workflows.
Before importing elsewhere, map source object IDs to destination IDs, decide how to handle duplicate contacts and companies, preserve association tables, translate pipeline and property values, and document which activities or assets must be rebuilt manually. Test with a small sample before a full import. Keep the untouched exports as the source of truth so an unsuccessful transformation can be reversed.
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If the account is being shut down rather than merely transferred, review operational dependencies as well. HubSpot notes that forms lose paid features after deactivation and legacy CTAs stop functioning. Replace or redirect those assets before cancellation if they support active sites or campaigns.
Final pre-access-loss checklist
- Authorized administrator identified and permissions confirmed.
- Contacts, companies, deals, tickets, custom objects, products, tasks, calls, conversations, and other required objects listed.
- Each core object exported from an all-records view with customized properties and associations.
- CRM backup created when the plan and Super Admin requirement permit it.
- High-value property histories exported separately.
- Activities, inbox data, files, website and marketing content, reports, workflows, users, logs, and definitions handled through their dedicated routes.
- All email links opened and every split file or ZIP part downloaded before expiry.
- Row counts, columns, associations, timestamps, and representative records checked.
- Original files stored securely, with a second copy and an access manifest.
- Destination mappings and asset-recreation work documented; no assumption made that accounts can be merged wholesale.
Complete the checklist while the current account still accepts authenticated requests. Once access is removed, a technically correct export plan is no longer actionable.
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