topic Re: Best Way to Extract Large Data Sets from HubSpot (Beyond API?) in APIs & Integrations

Best Way to Extract Large Data Sets from HubSpot (Beyond API?)

MAsghari — Thu, 06 Feb 2025 11:58:45 GMT

Hi everyone,

I need to extract large amounts of data (thousands/millions of records) from HubSpot for our BI system. Using the API seems inefficient for this scale due to rate limits and performance concerns.

We typically use ODBC or direct database connections for other cloud systems like Salesforce, ERP, and HR platforms, but HubSpot doesn’t seem to offer this.

My Questions:

What is the best way to extract large volumes of data from HubSpot efficiently?
Are there any batch processing or bulk data export methods beyond the API?
Has anyone successfully used HubSpot Data Sync or a third-party ETL tool for this?

Would appreciate any insights or recommendations!

Thanks in advance.

Re: Best Way to Extract Large Data Sets from HubSpot (Beyond API?)

johnelmer — Thu, 06 Feb 2025 14:05:42 GMT

@MAsghariThe App HubSpot Partner Datawarehouse.io offers few different certified apps that may meet your needs.

If your goal is to set up an automated sync from HubSpot to business intelligence software, Datwarehouse.io offer connectors for Tableau, Power BI, Looker Studio and several other BI packages. There are free trials available. These integrations include an Azure SQL database. You can create an automated data refresh schedule so that each time you open your BI software, the most recent HubSpot data is used to update your reports and dashboards. If you prefer to use Excel, an integration is available that works the same way.

If you are trying to integrate HubSpot with an existing data warehouse, Database Sync for HubSpot can connect to an existing SQL server database, including:

Google BigQuery

PostgreSQL

Amazon Redshift

Azure SQL Database

Azure Synapse Analytics

Azure Data Warehouse

Standalone Microsoft SQL Server

AWS RDS MS SQL

Google Cloud SQL for SQL Server

If you want a simple option for exporting all the HubSpot data available via APIs, look into Ultimatel Data Export. This app does one time exports of HubSpot data to Excel.

Re: Best Way to Extract Large Data Sets from HubSpot (Beyond API?)

PNofer — Sun, 27 Jul 2025 13:14:17 GMT

I’ve dealt with extracting large datasets from HubSpot, and I totally get the frustration with API limits and timeouts. When I hit those walls, I started looking into other options and found that using an integration tool made the whole process a lot smoother. I ended up using Skyvia, you can check it here. It handles bulk exports directly to DB, which made managing and analyzing the data so much easier. It is a way around the API bottlenecks.

Re: Best Way to Extract Large Data Sets from HubSpot (Beyond API?)

RubenBurdin — Wed, 22 Oct 2025 20:39:52 GMT

Hi @MAsghari totally fair concern at scale, API pagination is painful. In 2025 the most efficient native route is the CRM Export API, which generates async bulk files for contacts, companies, deals, tickets, and custom objects without the 10k search cap.

You trigger a job, poll until it’s ready, then download the CSV or JSON . It’s built exactly for ELT pipelines and plays nicely with BI ingestion scripts. (https://developers.hubspot.com/docs/api-reference/crm-exports-v3/guide )

For near-real-time sync, HubSpot Data Sync and most iPaaS tools (Skyvia, Hevo, Fivetran) still rely on REST calls under the hood, so they hit rate ceilings on large portals.

If you need millions of records refreshed continuously, the best pattern is hybrid: full historical export through the Exports API, then incremental loads using hs_lastmodifieddate with the CRM Search API. If consistency between HubSpot and your data warehouse is the bottleneck, Stacksync keeps both sides mirrored in real time so your BI always reads up-to-date CRM data without running manual exports.