topic Re: Incorrect error "You have reached the limit of 1,000 Contact records in your hub." in CRM

Incorrect error "You have reached the limit of 1,000 Contact records in your hub."

sebasreis — Wed, 03 Sep 2025 10:19:46 GMT

When I try to create a new contact I get the error "You have reached the limit of 1,000 Contact records in your hub.", when I only have 331 contact records.

I have confirmed that the recycle bin is completely empty.
I'm using Google contacts to sync contacts to Hubspot, and I've been getting this error to all the new synced contacts since March.
I've also tried to create a new contact manually and I get the same error.

Re: Incorrect error "You have reached the limit of 1,000 Contact records in your hub."

karstenkoehler — Wed, 03 Sep 2025 10:22:32 GMT

Hi @sebasreis,

Could you confirm that you definitely have permissions to view all contacts in the CRM, are you a super admin? Where are you checking the number of contacts – on the contact index page? (Have you made sure to remove all filters?)

Best regards

Re: Incorrect error "You have reached the limit of 1,000 Contact records in your hub."

sebasreis — Wed, 03 Sep 2025 10:32:09 GMT

Hello!
Thank you very much for the quick reply.

To answear your questions, yes, I am a super admin and I have permissions to view all contacts.
And I've checked the number of contacts in two different ways: one of them was on the "All contacts" list, which I made sure had no filters. I've also seen a Hubspot warning that tells me how many contacts I have out of the 1000 limit, on the Google Contacts app page. I've attached a screenshot of this warning.

Re: Incorrect error "You have reached the limit of 1,000 Contact records in your hub."

RubenBurdin — Wed, 03 Sep 2025 17:57:27 GMT

Hi @sebasreis

That’s a frustrating message, especially when you’re well under the 1,000 record cap.

On the Free tier, HubSpot counts all contacts that exist in your portal toward the limit, including those created by integrations or syncs.

Sometimes sync tools like Google Contacts can generate hidden records (unassigned, marketing contacts, or test ones) that don’t always show in “All contacts.” A good way to verify is going to Settings > Data Management > Object limits where HubSpot shows exactly how many contacts are being counted

(https://knowledge.hubspot.com/object-settings/set-limits-for-record-associations )

If that count also shows ~331 but you still hit the cap, it’s likely a sync bug and worth escalating to HubSpot Support since it shouldn’t block manual creation

(https://knowledge.hubspot.com/data-management/track-crm-data-limits )

Meanwhile, you might try pausing the Google Contacts sync, remove duplicates, and then test a new manual contact.If consistency between Google Contacts and HubSpot is the real issue, Stacksync keeps them mirrored in real time so you don’t get silent duplicates or blocked imports later. Hope this helps.

Re: Incorrect error "You have reached the limit of 1,000 Contact records in your hub."

karstenkoehler — Wed, 03 Sep 2025 18:40:22 GMT

@RubenBurdin may I ask for documentation / references regarding supposed hidden records? The link you added is for record association limits. As far as I know, there is no such thing as a hidden record. Unassigned records would reflect as a regular non-hidden contact record, as would be marketing contacts and test contacts.

In general, friendly reminder to flag all AI generated answers as such, especially to make it easier to spot any potential gen AI hallucinations. It is required as per the community guidelines.

Re: Incorrect error "You have reached the limit of 1,000 Contact records in your hub."

karstenkoehler — Wed, 03 Sep 2025 18:38:10 GMT

@sebasreis as unpleasant as it is, the easiest option to troubleshoot this (as it is buggy behavior) would be purchasing the cheapest subscription for a month to get access to HubSpot support.

There are occurrences where HubSpot counts the total of assets that have existed towards a limit, not the currently still existing ones so if you have previously deleted records, that might be the cause.

If you can rule that out, it's simply buggy behavior.

Re: Incorrect error "You have reached the limit of 1,000 Contact records in your hub."

sebasreis — Wed, 03 Sep 2025 20:53:59 GMT

I have previously tested and deleted many contacts, so that could be it.

But is it expected behaviour for HubSpot to limit by the total contacts ever created and not the currently existing ones ?

And thank you for the help !

Re: Incorrect error "You have reached the limit of 1,000 Contact records in your hub."

RubenBurdin — Wed, 03 Sep 2025 22:40:21 GMT

Thanks for pointing that out, @karstenkoehler . I’ve been trying to create content that’s genuinely useful for the community, and it feels good to see that effort come through.
On the “hidden records” point, you’re right HubSpot doesn’t technically treat contacts that way. What I meant was that sync tools can sometimes create contacts that don’t immediately appear obvious to the user (for example test records, non-marketing contacts, or duplicates created through integrations).
In practice they still count toward the contact limit, but my wording made it sound like HubSpot hides them, which isn’t correct. I’ll be more precise with phrasing and stick to the proper object limits docs going forward. I appreciate the reminder and will make sure future contributions are clearer and properly sourced.

Re: Incorrect error "You have reached the limit of 1,000 Contact records in your hub."

karstenkoehler — Thu, 04 Sep 2025 03:53:16 GMT

@sebasreis it's not documented (so it's hard to say whether it's expected behavior) but it seems to happen as well with the number of custom properties that can be created in the free CRM for some users. It might be a bug, too – due to how unintuitive the behavior is, I would consider it a bug.

Re: Incorrect error "You have reached the limit of 1,000 Contact records in your hub."

BérangèreL — Thu, 04 Sep 2025 09:08:33 GMT

Hi @sebasreis and welcome, we are so glad to have you on the HubSpot Community!

And thanks so much @karstenkoehler for your help!

Let me check internally for you and I'll get back to you on this.

Thanks for your patience.

Have a lovely day!
Bérangère

Re: Incorrect error "You have reached the limit of 1,000 Contact records in your hub."

sebasreis — Sun, 07 Sep 2025 12:09:33 GMT

Hello Bérangère,

Thank you very much!

Re: Incorrect error "You have reached the limit of 1,000 Contact records in your hub."

BérangèreL — Mon, 08 Sep 2025 11:21:15 GMT

Hi @sebasreis, I hope that you enjoyed the weekend! 🌞

Thanks for your patience as I was checking on this.

I can confirm that deleted/merged contacts do not count towards the contact limit.

You can view your current contact usage by navigating to the contact index page.
This page will display the total number of contact records in your portal (paid customers are able to track their usage here: "Track your CRM data usage").

You will also receive a limit notification email at 80% and 100% usage. So you will be informed when you've hit your limits.

I hope this helps!

Have a great day!
Bérangère