Sheet Set Up for Importing Lists into HubSpot - All Lists

Objective: Provide a Guide of the Requirements for Importing Lists Into HubSpot smoothly, ensuring data quality and alignment between HubSpot and NetSuite. This will be a guide for those providing lists to those that import

Key Topics:

Import Template Sheet

• 🚩Important Note
• ⚠️ Apollo Import Note
• 📄 Formatting Notes

Importing & Auditing Completion Timelines

• NetSuite Timeline
• HubSpot Timeline
• Import Notes & Recommendations

Company Imports

Company & Contact Imports

When the Import is Ready for Review and Import

Import Template Sheet

List Preparer Guide of What Data is Required vs Recommended:

Utilize this Document as a Template for preparing an Import Sheet (Make Copy)

• Purple Column Header = Required
• Yellow Column Header = Recommended if Known

🚩Important Note: If you wish to import Contacts we are required to check a box confirming:

• All Contacts in this Import are expecting to hear from my Organization
• I have a prior relationship with these contacts and have emailed them at least once in the past year
• I can confirm this list wasn't purchased, rented, appended, or provided by a third party

⚠️ For Apollo List Imports we will ONLY be using Company Import ⚠️

• See Details Here on Apollo Lists - Apollo Admin Steps
• See Details Here on SDR Apollo Process Once Imported

📄 Formatting Notes:

• • Phone Number Format Required: +Country Code
  • US Example: +12345678900
    • If there is an extension: +12345678900 ext35
    • States: Abbreviation (Ex; FL, AZ, CA)
  • New Leads:
    • Company Owner = Kevin Sheward
    • Sales Development Representative = Assigned SDR

Importing & Auditing Completion Timelines

Please Keep this in Mind when looking to request any Imports into HubSpot

**This may fluctuate based on Workload & Priorities**

NetSuite Timeline

A Couple of Notes with the Timelines

• 1 Company and 1 Contact in one Row = 2 Records
  • If you're Importing 500 Rows of Both Contacts & Companies = 1,000 Records
• Recommended Flow:
  
  • 100 - 200 Companies Per Import
    • 200 - 400 Records at a Time being audited and imported
  • Quicker Audit & Import
  • While being Reviewed/Imported
    • Prep Reach Out (Sequence? Email Content?)
    • Prep Next Lead List
      • Provide to Ops Team
  • Initial Import should be Imported and Ready for Reach Out

Company Import Only:

Each Column Header is Mapped to a Property in HubSpot

Column:	Required	Notes
Company Name	✅
Company Owner	✅	Handled by Ops (Sales Rep)
Company/Contact Domain	✅
Lifecycle Stage	✅	Lead or Customer
Phone Number	✅	(See Formatting Above)
State	✅	(Abbreviation, e.g., FL)
Lead List Source: (E.g., Apollo Control4)	✅	Template Column = Campaign Event (add there)
Sales Development Representative		Handled by Ops
Regional Sales Executive		Handled by Ops
Buying Group		Handled by Ops
NetSuite Category		Handled by Ops
Partner		Handled by Ops
Automation Systems Used  (More than one option can be added - separate via a comma)		Savant, Control4, Crestron, RTI, URC, Elan, Josh.ai, Paxton, OnSSI, Exacq, Milestone, Genetec, Qognify, Avigilon

Company AND Contact Import in One Import:

Each Column Header is Mapped to a Property in HubSpot

Column:	Required	Notes:
Company Name	✅
Company Owner	✅	Handled by Ops (Sales Rep)
Company/Contact Domain/Web Address	✅
Lifecycle Stage	✅	Lead or Customer
Company Phone Number	✅	(See Formatting Above)
Contact First Name	✅	Separate Column than Last
Contact Last Name	✅	Separate Column than First
Contact Phone Number	✅
Contact Email Address	✅
Contact Job Title	✅
State	✅	Abbreviation, e.g., FL
Apollo List Date	✅	The Date the List was Provided (Ex; 7/25/2025)
Sales Development Representative		Handled by Ops
Regional Sales Executive		Handled by Ops
Buying Group		Handled by Ops
NetSuite Category		Handled by Ops
Partner		Handled by Ops
Automation Systems Used  (More than one option can be added - separate via a comma)		Savant, Control4, Crestron, RTI, URC, Elan, Josh.ai, Paxton, OnSSI, Exacq, Milestone, Genetec, Qognify, Avigilon

✅ When the Import Template is Ready:

Steps to Take Once List is Ready to be Audited and Imported to HubSpot 

• Verify as much information as possible prior to providing the sheet
• In a Professional Email to any Stakeholders, Sales Ops, Analyst, and CRM Specialist
  • What is the Goal/Objective?
    • We will a "Tag" to track the specific initiative as listed above
      • Ex if from Show: Campaign Event = TOLA Event 2025
      • Ex if from Apollo: Apollo List Date = 7/25/2025 (This format)
  • Explain how the list was built:
    • Ex; AV List? Control4 List? AZI Show List? Cedia List? etc. FL Lead List?
  • Add the Google Sheet you have prepared for Sales Ops to Audit

Leadership should confirm it's been received and/or respond with any feedback prior to beginning the audit.