How to automate exporting contacts from HubSpot to Microsoft Excel using Zapier

I’m not sure how you plan to trigger this since just having companies in Hubspot does’t “do” anything. You could come up with some kind of “fake” trigger so that when you update the company in Hubspot, it triggers the zap.

 

Then use the “Find Associations” step by adding the company ID from the trigger and telling it to list all the associated contacts:

 

After that, you can use Google Sheets to “create multiple rows” and it will create new rows for each contact associated to the company. You will need to have that sheet already created and sitting in your Drive first, and add all the columns you want to store for each contact (name, email, phone, etc.)

The whole thing can be done in 3 steps….theoretically. If you need to do any other data manipulation once it’s pulled out of Hubspot, that’s another thing.

 

You're right — I am aligned with this approach of setting up a triggering point like updating the company to activate the Zap.

Could you please detail down the 2nd step i.e. Find Associations. I need to make the automation to read all the Contacts associated with a particular Company. Does Find Associations will handle independently? Or is there any other loophole that’d be missed?
Also, there might be an addition of Contacts in future so I’ll be needing a scheduled check to see the new Contacts and then automatically extract the data into Excel.

It’d be great help for me if you could detail down more as per the above.

Those are the exact steps with the exact configurations. There are no other “hidden pages” in the interface.

Thanks for the explanation that you just shared on my queries. Additionally, I am curious about the plans. Since, I am dealing with large data set and I need to keep this automated Zap active all time. May I know which plan will be suitable to move forward with?

https://zapier.com/app/planbuilder/plans

Hi ​@Bhaumick,

I came across your post and wanted to follow up. Have you had a chance to implement ​@DavidLGS  recommendation?

Please don’t hesitate to reach out if you need any further support—we’re here to help. 🤗

Hello, I have a quick clarification. If I set the trigger in HubSpot as “Company Recently Created or Updated,” will it only apply to new or updated records going forward? Or will it also be able to retrieve and process the existing company records currently in my HubSpot account—including extracting the associated contacts for each company and exporting that information into Excel?

Yes, obviously it will trigger on new or updated companies from the moment you turn it on. Otherwise, what would it be doing?

As for the existing companies and records, sometimes it will ask you if you want to transfer existing records when you turn it on for the first time. 
 

If it doesn’t, you’ll have to manually trigger an update on the existing companies. Or you could potentially trigger and/or process these in bulk via custom API call. 

Hi ​@Bhaumick,
 
We just wanted to see how everything is going with your Zap. Feel free to reach out if you need further assistance with your Zap. We're glad to address any concerns and assist you.
 
We're looking forward to your response.