How to Export HubSpot Contacts to Google Sheets with Power Automate

My flows > New flow > Scheduled cloud flow

Create a new scheduled flow

Go to make.powerautomate.com and click 'My flows' in the left sidebar. Click 'New flow' then select 'Scheduled cloud flow'. Name it 'HubSpot Contact Export' and set the recurrence to daily, weekly, or monthly based on your needs. Choose your start date and time.

1. 1Click 'My flows' in the left sidebar
2. 2Click the blue 'New flow' button
3. 3Select 'Scheduled cloud flow'
4. 4Enter flow name: 'HubSpot Contact Export'
5. 5Set recurrence interval and start time

Flow designer > New step > Search connectors

Add HubSpot connection

Click 'New step' and search for 'HubSpot'. Select the HubSpot connector, then choose 'List contacts' action. You'll need to authenticate with your HubSpot account. Power Automate will redirect you to HubSpot's login page.

1. 1Click 'New step' below the recurrence trigger
2. 2Type 'HubSpot' in the search box
3. 3Select the HubSpot connector
4. 4Choose 'List contacts' action
5. 5Click 'Sign in' and complete HubSpot authentication

HubSpot List contacts action > Parameters

Configure contact filters

In the 'List contacts' step, set the 'Count' field to control how many contacts to retrieve (max 100 per call). Add property names you want to export in the 'Properties' field - use HubSpot internal property names separated by commas. Leave other fields blank unless you need specific filtering.

1. 1Set Count to 100 (or desired batch size)
2. 2In Properties field, enter: firstname,lastname,email,company,lifecyclestage
3. 3Leave Archived and Search blank
4. 4Expand 'Show advanced options' if needed for date filters

Flow designer > New step > Control > Apply to each

Add apply to each loop

Click 'New step' and search for 'Control'. Select 'Apply to each' action. In the 'Select an output from previous steps' box, choose 'value' from the HubSpot step's dynamic content. This loop will process each contact individually.

1. 1Click 'New step' below the HubSpot action
2. 2Search for 'Control' and select it
3. 3Choose 'Apply to each'
4. 4Click in the output box
5. 5Select 'value' from HubSpot dynamic content

Apply to each > Add an action > Excel Online > Add a row into a table

Connect to Google Sheets

Inside the 'Apply to each' loop, click 'Add an action'. Search for 'Excel' and you'll see Google Sheets under 'Excel Online (Business)'. Choose 'Add a row into a table' action. Sign in with your Google account when prompted.

1. 1Click 'Add an action' inside the Apply to each loop
2. 2Search for 'Excel' in the connector search
3. 3Select 'Excel Online (Business)' - this covers Google Sheets
4. 4Choose 'Add a row into a table'
5. 5Authenticate with your Google account

Add a row into a table > Location/File/Table dropdowns

Select target spreadsheet and worksheet

In the 'Add a row into a table' action, click the Location dropdown and select 'GoogleDrive'. Choose your target spreadsheet from the File dropdown - you can browse or type the name. Select the specific worksheet tab from the Table dropdown. The sheet must already exist with headers.

1. 1Set Location to 'GoogleDrive'
2. 2Click File dropdown and select your target spreadsheet
3. 3Choose the worksheet tab from Table dropdown
4. 4Verify the table headers are detected correctly

Add a row into a table > Column input fields > Dynamic content

Map HubSpot fields to sheet columns

For each column in your Google Sheet, click the input field and select the corresponding HubSpot property from dynamic content. You'll see properties nested under 'properties' in the dynamic content panel. Map firstname to First Name column, lastname to Last Name, etc.

1. 1Click in the 'First Name' input field
2. 2Select 'firstname' from properties dynamic content
3. 3Click in the 'Last Name' field and select 'lastname'
4. 4Map 'email', 'company', and other fields to respective columns
5. 5Use 'id' for the HubSpot Contact ID column if present

Apply to each > Add an action > Control > Condition

Add condition for filtering contacts

Above the Google Sheets action but inside the loop, click 'Add an action' and select 'Condition' from Control actions. Set up a filter like lifecycle stage equals 'customer' or created date within the last 30 days. This prevents writing unwanted contacts to your sheet.

1. 1Click 'Add an action' before the Google Sheets step
2. 2Search 'Control' and select 'Condition'
3. 3Choose 'lifecyclestage' from properties dynamic content
4. 4Set condition to 'is equal to'
5. 5Type 'customer' or your desired filter value

Inside condition Yes branch > Add an action > Excel Online > Get rows

Add duplicate prevention

Before adding the row to Google Sheets, add a 'Get rows' action to check if the contact already exists. Use a filter query with the HubSpot contact ID. Then add another condition - only insert the row if no existing rows were found. This prevents duplicate entries on subsequent runs.

1. 1Add 'Get rows' action before 'Add a row'
2. 2Select the same Location, File, and Table
3. 3In Filter Query, enter: HubSpotID eq 'CONTACT_ID_DYNAMIC_VALUE'
4. 4Add another condition checking if row count equals 0
5. 5Move 'Add a row' into this new condition's Yes branch

Flow designer > Save > Test > Manually

Test and save the flow

Click 'Save' in the top right, then 'Test' to run a test execution. Choose 'Manually' and click 'Test'. The flow will run immediately and show you results for each step. Check your Google Sheet to verify contacts were added correctly with proper field mapping.

1. 1Click 'Save' button in top toolbar
2. 2Click 'Test' once saving completes
3. 3Select 'Manually' test option
4. 4Click 'Test' button to start execution
5. 5Monitor each step's execution status

Use this Power Fx expression in the Filter Query to only export contacts modified in the last 7 days, reducing processing time and focusing on recent changes.

// In the Get rows Filter Query field, use this expression:
// to only process contacts modified in the last 7 days
lastmodifieddate ge @{formatDateTime(addDays(utcnow(), -7), 'yyyy-MM-dd')}

// In the Get rows Filter Query field, use this expression:
// to only process contacts modified in the last 7 days
lastmodifieddate ge @{formatDateTime(addDays(utcnow(), -7), 'yyyy-MM-dd')}

// For lifecycle stage filtering, combine conditions:
lastmodifieddate ge @{formatDateTime(addDays(utcnow(), -7), 'yyyy-MM-dd')} and lifecyclestage eq 'customer'

// To handle date formatting in the sheet, use this in date columns:
formatDateTime(items('Apply_to_each')?['properties']?['createdate'], 'MM/dd/yyyy')