How to export all data from HubSpot before you switch (2026)

What can you export from HubSpot, and where?

HubSpot keeps a master list in its Export your content and data article. For a team leaving the CRM, these are the pieces that matter.

How do you export every record of one object?

HubSpot's Export your records guide gives these steps:

1. Go to the object's index page, for example CRM > Contacts.
2. Open the "All contacts" (or "All deals", and so on) view so no filter limits the export.
3. In list view, click Export in the top right. In board view, click Board options > Export view.
4. Pick a file format, name the export and choose the header language.
5. Click Customize and choose all properties and associations. The default only includes the columns in your current view.
6. Click Export. HubSpot emails you a download link.

Pick CSV. XLS files stop at 256 columns and XLSX at 16,384, and extra columns are dropped.

CSV has no column limit. Only CSV can include "All associated records". Other formats cap each association column at 1,000 associated record IDs.

Large exports can take hours. Files over 1,000,000 rows may be split into several files in a ZIP.

Download links expire after 30 days. Contact exports include unsubscribed contacts unless you filter them out, so keep that column when you import into the new tool.

How do you download a full HubSpot CRM backup?

The Back up CRM data tool is the closest thing to "export all". It needs a Starter, Professional or Enterprise subscription and Super Admin rights.

1. Click the settings icon in the top bar.
2. In the left sidebar, under Data management, click Backup & Restore.
3. Click Create manual backup, then Create backup.
4. When the notification arrives, download the ZIP. You have 14 days.

The ZIP holds one CSV per object: contacts, companies, deals, tickets, custom objects, products, calls, conversations and tasks. It does not include associations or activity data. It does include values from sensitive-data properties, so store it somewhere secure.

What doesn't come out of HubSpot cleanly?

• Links between records. The backup has no associations. Run the record exports above with associations turned on, or the new tool won't know which contact belongs to which deal.
• Email and note history. The single-contact export can include activities, but only one contact at a time. For calls, chats and meetings in bulk, HubSpot points to the custom report builder or the Engagements API.
• Workflows. The spreadsheet lists names, status, enrollment totals, goals and dates. It leaves out performance data, workflow history and the steps themselves. Export a PNG of each workflow you plan to rebuild.
• Inbox. Conversations only come out through the Conversations API.
• Account merges. HubSpot says data can't be fully merged between two HubSpot accounts. You export from one and import into the other.

A pre-switch checklist

1. Find your renewal date under Account & Billing > Subscriptions.
2. List every object, custom property and pipeline your team uses.
3. Export each object from its "All" view as CSV with all properties and associations.
4. Create a CRM backup if you're on a paid plan.
5. Export the workflow spreadsheet and a PNG of each workflow you'll rebuild.
6. Export activity history for your key accounts, or build an activity report.
7. Download everything inside the windows: 30 days for exports, 14 days for backups.
8. Remove legacy HubSpot CTAs from outside pages. HubSpot says they stop working once the account is deactivated.
9. Import into the new system and compare record counts before you cancel.

When should you cancel relative to your HubSpot renewal?

HubSpot's downgrade or cancel article is clear: paid subscriptions can be downgraded or canceled only at the end of the commitment term, and mid-contract downgrades are not permitted. You're billed until the term ends. To downgrade instead, contact HubSpot at least five business days before the renewal date.

Only Super Admins or users with billing permissions can turn off auto-renewal:

1. Click your account name, then Account & Billing.
2. Open the Subscriptions tab.
3. Under Auto-Renewal Terms, click Cancel auto-renewal.
4. Pick the products, give a reason and confirm.

The cost of missing the date is a full new term. Sales Hub Professional is $90 per seat a month (list price, billed yearly, October 2026), plus a required one-time $1,500 onboarding fee.

For 10 seats, that's $10,800 a year. Turn off auto-renewal as soon as you decide to leave, then finish the exports while you still have paid access. After cancellation, the account moves to HubSpot's free tools.

When one system makes more sense

If HubSpot is your only tool and the team uses most of it, staying on it or moving to another off-the-shelf CRM is often the simplest path. If you're also paying for separate tools for tasks, support and scheduling, moving everything into one system at the same time can save the migration work twice.

Our custom CRM vs HubSpot guide and the HubSpot cost calculator help you size that choice, and HubSpot alternatives covers the off-the-shelf options. FitMySaaS moves the data in for you as part of that build.

Questions

Can I export HubSpot data on the free plan?

Yes. HubSpot says content and data exports are available with any subscription, as long as your user has Export permission. The CRM backup tool is the exception: it needs Starter or higher.

Does HubSpot delete my data when I cancel?

HubSpot's cancellation article says the account moves to the free tools on the cancellation date. Deleting the account is a separate step under Account & Billing > Delete Account. You can't take that step while any subscription still has an active commitment.

Why is my HubSpot export missing columns?

You probably picked XLS, which stops at 256 columns and drops the rest. Re-run the export as CSV, which has no column limit.

Can I export all emails from HubSpot?

HubSpot's export guide doesn't list a one-click bulk email export. The single-contact export can include emails and notes when you tick Contact activities. For calls, chats and meetings across the account, HubSpot points to the custom report builder or the Engagements API.

How long is the download link valid?

Record export links expire after 30 days. CRM backup files must be downloaded within 14 days.