Backing Up Your HubSpot Data

Comparing HubSpot Data Backup and Datawarehouse.io Ultimate Data Export: Which Tool is Right for You?

As a HubSpot partner, we understand the importance of securing and managing your CRM data effectively. Two frequently used tools in discussions are HubSpot’s native Data Backup tool and Datawarehouse.io’s Ultimate Data Export app. Both serve to back up your valuable HubSpot data, but they differ significantly in their features, usability, and benefits. Let’s delve into a comparison to help you choose the right tool for your needs.

Here is the data each tool will export:

HubSpot Data Backup Tool

Overview: HubSpot’s native Data Backup tool is a straightforward solution designed to provide a secure way to back up CRM data outside of HubSpot. This tool delivers a .zip file containing multiple .csv files, which can be opened and edited using any spreadsheet tool.

Features:

• Data Coverage: Includes Contacts, Companies, Deals, Tickets, Custom Objects, Products, Calls, and Tasks. However, it excludes association data and activity data.
• User Notification: You will receive a notification when your backup is ready for download.
• Backup Format: The backup is delivered as a .zip file containing .csv files.

Pros:

• Simplicity: The tool is easy to use and does not require any additional setup beyond your existing HubSpot account.
• Compatibility: The .csv files are compatible with any spreadsheet tool, making them easy to open and edit.

Cons:

• Limited Data Types: This does not include association data or activity data, which might be crucial for some businesses.
• Limited Backup Frequency:
  • Every 24 hours for enterprise tiers
  • Once a week for all other tiers

Datawarehouse.io Ultimate Data Export Tool

Overview: Datawarehouse.io’s Ultimate Data Export app offers a robust solution for exporting HubSpot data, manipulating it into a readable Excel format, and storing it in Microsoft Azure’s EU West Data Center.

Features:

• Data Coverage: Capable of handling large data exports.
  • Lite version: up to 25,000 records per object
  • Pro version: Unlimited records
• Account Creation: Requires creating an account and connecting it to your HubSpot portal for authorization.
• Export Process: After authorization and checkout, the export enters a processing queue and is typically ready within 1-4 hours. Users receive an email notification with a download link once the export is ready.
• Data Format: The export is delivered in Excel format, making it easy to read and manipulate.

Pros:

• Comprehensive Data Export: Supports a more extensive range of data, including large volumes of records.
• Email Notifications: Users are promptly informed when their export is ready.
• Excel Compatibility: Data is formatted for Excel, which is widely used and highly versatile for data analysis.

Cons:

• Setup Complexity: Requires creating an account and going through multiple steps to authorize and activate the service.
• Time-Sensitive Download: Users must download their export within 72 hours, or it gets deleted from the service.

What if I Want to Export Data Regularly?

These backup tools are ideal for single-instance data backups. However, what if you need a system that consistently updates and stores the latest data externally?

Datawarehouse.io provides a HubSpot Excel Connector capable of refreshing data at regular intervals ranging from 24 hours to as frequently as every 15 minutes!

Which Tool Should You Choose?

For Basic, Regular Backups: If your needs are straightforward and you require regular backups of your primary CRM data (excluding association and activity data), HubSpot’s native Data Backup tool is a reliable choice. It’s easy to use and integrates seamlessly with your existing HubSpot environment.

For Comprehensive, Large-Scale Exports: If you need a more robust solution capable of handling extensive data exports, Datawarehouse.io’s Ultimate Data Export app is the way to go. It offers a detailed, Excel-friendly format and supports large volumes of data, which can be crucial for businesses with extensive CRM records.

Final Thoughts

Both tools offer valuable solutions for different backup needs. HubSpot’s native Data Backup tool excels in simplicity and ease of use, while Datawarehouse.io’s Ultimate Data Export app shines in handling large-scale, detailed data exports. Assess your specific requirements and choose the tool that aligns best with your data management strategy.

A crucial point to make here is that these tools are only intended to export data. There is no way to restore data. That would have to be done by importing your exported data through HubSpot’s import tool.

As always, ensuring your CRM data is backed up securely and regularly is crucial for maintaining business continuity and data integrity. Whichever tool you choose, make sure it meets your business needs and provides the level of data security and accessibility you require.

If you need further assistance or a more in-depth consultation on data backup solutions for HubSpot, feel free to reach out to us. We’re here to help you safeguard your valuable data efficiently and effectively.