Keeping your HubSpot Deal Stages up to date gives your team a clearer view of the sales pipeline. It helps you identify which Deals are progressing, which may be stalled, and which are approaching close.
With ExtendInsights Data Management for HubSpot, you can download existing Deals into Excel, review your pipeline data, update Deal Stages and other properties, and upload your changes back to HubSpot.
How to Manage Deal Stages
Step 1: Identify the Deal Properties You Need
Determine which HubSpot properties you need to review alongside Deal Stage.
For example, your template might include:
Deal Name
Pipeline
Deal Stage
Amount
Close Date
Create Date
The properties you need depend on your HubSpot configuration and the information your team uses to evaluate its pipeline.
Step 2: Open ExtendInsights
Open Microsoft Excel.
Launch the ExtendInsights app.
Select HubSpot from the available data sources.
Step 3: Create a Deals Template
Click Create a Template.
Select an existing HubSpot connection or create a new connection.
Open the Configure section.
Select Deals as the object.
Select the HubSpot properties you want to review or update.
Click Add when you are finished selecting properties.
Include the properties you need to understand the Deal before changing its stage.
Important: Keep the unique Record ID in the template. ExtendInsights uses this value to identify the existing HubSpot Deal when you upload your changes.
Step 4: Filter the Deals You Want to Review
Instead of downloading every Deal, you can add a filter to retrieve only the records relevant to your review.
For example, to review Deals created during a specific period:
Go to Filter.
Add a rule.
Select the applicable Deals resource.
Select Create Date as the field.
Choose the appropriate date operator, such as a date range.
Enter the dates you want to review.
Proceed with the template and download the records.
ExtendInsights downloads the Deals that meet your criteria into Excel.
You can use other properties as filter criteria depending on the Deals you want to review.
Step 5: Review and Update Deal Stages in Excel
Review the downloaded Deal data and identify records that need to be updated.
To change a Deal Stage:
Locate the Deal you want to update.
Select the Deal Stage cell.
Use the available ExtendInsights picklist operation or type-ahead functionality to select the appropriate value.
Make any additional changes to other Deal properties as needed.
Using the available values from ExtendInsights helps ensure that the Deal Stage matches a valid stage configured in HubSpot.
Do not change or remove the Record ID. It identifies the existing Deal that ExtendInsights needs to update.
Step 7: Upload Your Changes to HubSpot
Once you have reviewed your changes:
Open the Actions section in ExtendInsights.
Select the rows you want to update.
Click Upload.
Review the upload results.
If a row returns an error, review the message, correct the affected data, and upload that row again.
Verification
After the upload completes:
Open HubSpot.
Go to Deals.
Review the updated Deals in the appropriate pipeline.
Confirm that each Deal appears under the expected Deal Stage.
Verify any other properties you updated, such as Amount or Close Date.
Best Practices
Use filters to download only the Deals relevant to your pipeline review.
Include enough Deal properties in your template to provide context before changing a stage.
Keep the Record ID unchanged when updating existing Deals. Removing or changing it can prevent ExtendInsights from identifying the correct HubSpot record.
Use ExtendInsights picklists or type-ahead options for properties with predefined HubSpot values.
Review bulk changes in Excel before uploading them to HubSpot.
For large updates, test the process with a small group of Deals before uploading the full dataset.
Need Help?
If you encounter an error while creating or uploading HubSpot records, try searching:
If you still need assistance:
💬 Use in-app chat (bottom-right of the support site)
✉️ Email cloudextend-support@celigo.com
Include the following details:
The HubSpot object you are working with
A screenshot of the error
The affected field or fields, if applicable
A sample of the data that could not be uploaded