Import strategy
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      Preparing Company, Contact, and Order for Data Import

      This article provides a step-by-step guide to prepare Company and Contact data before importing Orders, with guidance on how to structure Excel files and match records.

      🧹 Clean Up and Export Existing HubSpot Records

      Before importing new orders, make sure your existing Company and Contact records are cleaned and exported from HubSpot with the correct identifiers.

      1. Go to the CRM section in the HubSpot sidebar and select either Contacts or Companies.

      2. Once on the selected page, click Edit Columns.
         
      3. Make sure the columns Record ID and Orderwise ID are selected, then click Apply.




      4. Click the Export button at the top right. A pop-up will appear - click Export again to download the file.

      Repeat the same steps for both Contacts and Companies, and store these exported files locally for use in the next step.

      🔄 Prepare Order Header File

      Export your Order Headers form OrderWise using a saved report or SQL query. Make sure to include the following fields in your export: 

      • Order Number
      • Order Date
      • Customer ID (OrderWise)
      • Contact ID (OrderWise)
      • Order Status 
      • Order Value

      This file will be enriched in Excel by adding the HubSpot Record IDs for Companies and Contacts.

      🔗 Match Orders to Companies and Contacts

      To properly associate each order with the correct Company and Contact in HubSpot, you need to add the HubSpot Record IDs to order file using Excel's XL00KUP function. 

      1. Open your Orders Excel file and your Companies export file. 
      2. In the Orders file, insert a new column called Company Record ID.
      3. Use this formula in the new column to match the Company's HubSpot Record ID using the OrderWise Company ID: =XLOOKUP([@[Customer ID]], Companies!B:B, Companies!A:A, ""). This formula assumes column B in the Companies sheet contains the Orderwise ID, and column A contains the HubSpot Record ID.
      4. Repeat the same process to create a Contact Record ID column by referencing the Contacts export.

      Make sure both Company and Contact IDs are correctly populated before proceeding.

      📁 Ready-to-Import Fields

      Your final Orders file should include the following columns to be compatible with HubSpot and OW Sync: 

      • Order Number
      • Order Date 
      • Order Stauts (used by OW Sync to determine sync behavior)
      • Pipeline and Stage (use consistent placeholder values if not using custom workflows)
      • Company ID (HubSpot Record ID)
      • Contact ID (HubSpot Record ID)

      Ensure all required fields are filled in before importing.

      ❗Important Notes

      • Orderwise Company ID may appear as "read-only in HubSpot and cannot be mapped during import". Please contact us directly for support if this query arises.
      • Associations must be made using HubSpot Record IDs during import.
      • Don't include more than ~100k rows per file. Large files should be split into smaller batches to ensure a smooth and error-free import process.