Importing Orders and Line Items into HubSpot

This article outlines the steps for importing both Order headers and Line Items into HubSpot using Excel files. It includes tips for testing, association mapping, and ensuring data consistency across objects.

📥 Importing Orders 

To import your Orders file into HubSpot, follow these steps:

1. In the HubSpot sidebar, go to Data Management and select Data Integration.
   
2. Click Import a File.
3. Click Start Import.
   
   
   
4. Choose Orders as the object type.
   
   
   
5. Click Next (bottom right).
   
   
6. Drag and drop your Excel file and select Create and Update Orders.
   
   
   
7. Click Next again.
   
   
8. Set the Pipeline and Stage fields to consistent placeholder values then click Finish Import to begin the process. 
   

❗It's recommended to start with a small batch (~1,000 records) to test the import.

📦 Importing Line Items

To import Line Items and associate them correctly with the corresponding Orders, follow these preparation and import steps:

1. Export recently imported Orders from HubSpot. Make sure to include both the Order Number and the HubSpot Record ID.
2. In your Line Items Excel file, use XL00KUP function to match each Line Item's Order Number with the HubSpot Order Record ID.
3. Go back to HubSpot and begin the import process:

• Object: Line Items.
• Type: Create and update. 
• Be sure to also select Update only for Orders to maintain associations.

🔄 Post-Import Automation 

Once the import is complete:

• The OW Sync connector will automatically detect changes and update records accordingly.
•  A HubSpot workflow will adjust Pipeline and Stage fields based on the imported Order Status.

✅ Final Checks

After the import, perform the following verifications: 

• Review the import log to identify any errors or failed records.
• Re-import any failed records if necessary.
• Open a few Orders to confirm that Company and Contact associations are correctly linked.