Importing New Deals & Updating Existing

[MSharpe16]

I have been trying unsuccessfully to import new deals associated with existing companies, update existing deals and add new companies and deals. I have double checked to make sure that any existing deals have their Record ID included in the spreadsheet but I keep getting an error that I need to map Record ID. I have included Record ID for companies and Record ID for existing deals. How do I do this for new deals if they aren't in HubSpot yet? Do I need to create two separate spreadsheets? I've used the templates provided and still have not been successful.

[noahmckeon]

@MSharpe16 You can do this with software such as MigrateMyCRM. It supports all native and custom HubSpot objects.

[Shadab_Khan · Accepted solution]

Hi @MSharpe16 ,

So, from what you’re describing, it sounds like you’re trying to do two different kinds of imports at the same time. Trust me, based on my experience with migrations, that’s not a good idea. We’ve done a ton of migrations in our team, and I can tell you from first-hand experience, trying to handle everything in one go usually ends in a mess. You really want to avoid that when dealing with data migration!

Here’s how I would approach this(based on limited context I am making some assumptions):

• Batch 1: Import Net New Deals for Existing Companies:

  • This part is pretty straightforward. Export all your company domain names, company names, and company IDs from HubSpot into a spreadsheet.
  • Once you’ve got that, create a separate sheet for your new deals and do a join (or merge) between your company data and the deals you want to import. You can do this with a power query in Excel or Google Sheets.
  • After that, re-import the data into HubSpot, mapping the company ID to the company. Since these are net new deals, you don’t need to worry about deal IDs - they’ll be created automatically once you import.

• Batch 2: Updating Existing Deals:

  • Export your existing deals that need updating from HubSpot into a spreadsheet. Make whatever changes you need (e.g., new deal data or any updates).
  • Then, just do a re-import and make sure you map the deal ID so that HubSpot updates the right deals.

• Batch 3: Adding New Companies and Associated Deals:

  • First, import the new companies, including any details you need (e.g., zip codes, addresses).
  • After the companies are in HubSpot, get their company IDs and then do the second import for the associated deals.
  • If a company has multiple deals, don’t worry about repeating the same company details more than once. Just make sure you’re using the company domain to avoid duplicates.

One thing to remember, migration is complicated! I’ve hit plenty of roadblocks myself, but breaking it down into smaller batches and refining the process each step of the way makes it much easier. If you try to tackle everything at once, it’s an impossible task.

Hope this helps! Let me know if you need any more tips or run into issues.

[MSharpe16]

Thanks for this detailed guide. I was able to upload new companies with no issues but was still having issues with uploading new deals and getting an error message. Finally figured out that it was in the beginning before uploading the file. I wasn't selecting new deals only! Noted for next time. Thank you!

[Shadab_Khan]

Cannot see the attachment, can you record  and send a loom instead?