How to Connect HubSpot to Excel – Query CRM Data with SQL

Connect · HubSpot to Excel

Get data from HubSpot into Excel

Pull live rows from your HubSpot account into Excel and refresh them whenever you like. No ODBC driver, no exports, no macros. About ten minutes the first time, and the Free plan covers it.

About 10 minutes No coding needed Credentials stay with you Excel anywhere, even on the web

What you’ll end up with

A worksheet showing the live results of a SQL query against your HubSpot account, with a button that pulls the latest rows whenever the data changes. Like this:

Sales.xlsx — Excel

HomeInsertDataQuery Streams

	A	B	C	D	E
1	customer_id	first_name	last_name	country	total
2	1042	Maria	Alvarez	USA	1,284.50
3	1043	Daniel	Okafor	USA	612.00
4	1047	Priya	Nair	USA	2,090.75
5	1051	Thomas	Berg	USA	338.20
6	1056	Lucía	Ferreira	USA	1,455.00
7	1060	Kenji	Sato	USA	874.10
8

Sheet1 Live from HubSpot

HubSpot holds your data behind its API. Getting it into Excel usually means exporting a CSV from the HubSpot dashboard every time you need fresh numbers. Query Streams skips that: a small helper program called the Agent runs the query where your data is, and an Excel add-in asks it for the rows you want. Only the results travel, over an encrypted link, and Excel can be anywhere: your laptop at home, a colleague’s machine across the country, or Excel on the web.

What you’ll need

A Query Streams account

The Free plan is enough for this guide. Sign up at my.querystreams.com.

The Agent on any always-on computer

A small program that runs in the background and calls HubSpot when Excel asks. It just needs internet access.

Your HubSpot login

You will sign in to HubSpot once and allow read access. No passwords are typed into Query Streams.

Connect it in five steps

1. Create your account

   Go to my.querystreams.com and sign up. Pick the Free plan. It is a real plan, not a trial, and it covers connecting your HubSpot account and running queries from Excel.

2. Install the Agent on any always-on computer

   Sign in, open Download, and install the Agent on any always-on computer or server with internet access. It takes a minute and starts on its own from then on.

   Why a small program instead of a driver? The Agent is one install for Windows, Mac or Linux (about 85 MB on Windows, a little over 100 MB on Mac and Linux) that runs quietly in the background. It makes one outbound, encrypted connection to Query Streams, the same way a browser does, so you open no firewall port and set up no VPN. Your keys stay on that machine, and the rows travel to wherever you are, across the internet if need be. The only thing on your side is the add-in.

   The Download page shows Your Access Key. Paste it into the Agent when it asks, and wait for the badge to read Connected to Query Streams. That is the only thing you do on the Agent itself.

   Full walkthroughs if you want them: Windows, Mac, Linux.

3. Point it at your HubSpot account

   Back in your browser, open Data Agents (under Data in the top menu). Your Agent is listed there. Click Add connector and choose HubSpot. Need your HubSpot credentials first? Open the walkthrough, then fill in:

   Create your HubSpot credentials (about 5 minutes)

   Follow this with HubSpot open in another tab. Query Streams keeps what you create here so your Agent can use it, and only ever reads from HubSpot.

   Who can do this

   Super admin, or a user with the Developer tools access permission (service keys). Legacy private apps need a Super admin.

   Recommended

   Service key with read-only scopes (Development → Keys → Service Keys). HubSpot recommends service keys for scheduled data syncs to BI tools and warehouses, and is removing the option to create new legacy private apps.

   Before you start

   • A HubSpot login that is a Super admin or has the Developer tools access permission. A service key can only be given scopes your own HubSpot user already has.
   • Know which HubSpot account you want to query. A key only reads the account it was created in, so create it in that account, not in a test or sandbox account.
   • Decide which HubSpot tables you want. Contacts, Companies, Deals, Owners, Pipelines, Pipeline Stages and Properties are on by default; every extra table needs its own read scope (see Permissions).
   • The Query Streams Agent installed and online on an always-on computer, and the Query Streams portal open in another tab: Data Agents → Add connector → HubSpot.

   Steps

   1. Sign in to HubSpot

      Open HubSpot in a new tab and sign in as a Super admin, or as a user with the Developer tools access permission.

      If you belong to more than one HubSpot account, switch to the one whose data you want before you continue. The key only works for the account it is created in.

   2. Open Development

      In the left main navigation, near the bottom, click Development (the </> icon). The Development page opens with its own sidebar: Overview, Projects, Legacy Apps, Monitoring, Keys and more.

      No Development item? Your HubSpot user is not a Super admin and lacks Developer tools access. Ask a Super admin to create the key, or to give you that permission.

   3. Open Service Keys

      In the Development sidebar, click Keys to expand it, then click Service Keys (it has a Beta badge). The Service Keys page opens; if you have none yet it says No Service Keys Created.

      Do not use Personal Access Key or Developer API Key, which sit just above Service Keys in the same menu. They are developer-tool keys and will not connect. Some accounts also reach this page from Settings (gear icon) → Integrations → Service Keys.

   4. Click Create service key

      In the top right of the Service Keys page, click Create service key. The Create Service Key page opens with a Name box and a Scopes section.

   5. Name the key

      In Name, type a name you will recognise later, for example Query Streams read-only. HubSpot shows this name in its logs.

      The name must be unique in your HubSpot account.

   6. Open the scope picker

      Next to Selected scopes, click + Add new scope. A panel opens on the right with a Find a scope search box and a checkbox for each scope.

   7. Tick the four required scopes

      Type each name into Find a scope and tick its checkbox: crm.objects.contacts.read, crm.objects.companies.read, crm.objects.deals.read, crm.objects.owners.read. These four cover every table Query Streams syncs by default.

      Tick only scopes that end in .read. Query Streams only reads from HubSpot; it never needs a .write scope.

   8. Tick scopes for any extra tables

      For each extra table you want, tick its scope from the Permissions list below. For example: crm.objects.tickets.read for Tickets; crm.objects.line_items.read for Line Items, Taxes, Discounts and Fees; crm.lists.read for Lists. Skip this step if the default tables are enough.

      You can add scopes later without making a new key (open the key, then Edit).

   9. Click Update

      Click Update in the right panel. The panel closes and your scopes are listed under Selected scopes.

   10. Check the scope list

       Read through Selected scopes. If anything ends in .write, click Delete next to it. Expand Summary of selected scopes if you want a plain-language list of what the key can see.

   11. Create the key

       Click Create in the top right, then confirm in the dialog box that opens.

   12. Open your new key

       Go to Development → Keys → Service Keys and click the name of the key you just created. Its details page opens with a Service Key box.

   13. Show and copy the key

       In the Service Key box the value is partly hidden and starts with pat- (for example pat-na1-…). Click Show under it, then click Copy.

       Use Copy rather than selecting the text by hand: a missing character, a trailing space or the hidden dots will fail the test. HubSpot does not show the key only once; you can come back and click Show again. Treat it like a password.

   14. Paste it into Query Streams and test

       In the Query Streams portal open Data Agents, click Add connector and choose HubSpot. Paste the key into App Access Token, type a Connection name, then click Test connection. The result reads Connected.

       Query Streams stores the key for your Agent and only ever reads your HubSpot data.

   15. Match the tables to your scopes

       On the Sync step that follows, leave on only the HubSpot tables whose scopes you ticked in steps 7 and 8, then finish the wizard.

       A table switched on without its scope fails to sync with a Forbidden error. Add the scope to the key (step 8) or switch the table off.

   Alternatives

   Use a legacy private app token

   Your account already has a legacy private app you want to reuse. HubSpot is removing the option to create new ones: accounts created on or after 28 September 2026 already cannot, and older accounts lose it on 26 October 2026. Existing private apps and their tokens keep working.

   Who can do this: Super admin

   1. Open Legacy Apps

      In HubSpot click Development in the left main navigation, then Legacy Apps in the Development sidebar.

      Older HubSpot navigation called this Settings → Integrations → Private Apps.

   2. Open your private app, or start a new one

      If the app is listed, click its name and go to step 6 (or step 5 to add scopes). If not, and the button is still there, click Create legacy app in the top right and choose Private in the dialog box.

      No Create legacy app button means creation is already switched off for your account. Use a service key (main steps) instead.

   3. Name the new app

      On the Basic Info tab, enter a name such as Query Streams read-only. The logo and description are optional.

   4. Add the read scopes

      Click the Scopes tab, click Add new scope, tick the same scopes as in main steps 7 and 8, then click Update. Then click Create app in the top right, read the access-token message in the dialog box and click Continue creating.

   5. Add scopes to an existing app (only if needed)

      On the app’s page click Edit app in the top right, open the Scopes tab, add the missing read scopes and save. The token string does not change when you change scopes.

   6. Show and copy the token

      On the app’s page click the Auth tab. Under Access token click Show token, then click Copy. The token starts with pat-. Paste it into App Access Token as in main step 14.

      If the HubSpot user who created the app is removed from HubSpot, some calls fail with USER_DOES_NOT_HAVE_PERMISSIONS. Rotate the token (Rotate next to it) and paste the new one, or move to a service key.

   Use a developer-platform app’s static auth token

   Your team has already built a HubSpot app on the new developer platform with the HubSpot CLI, configured with static auth and private distribution. Building one needs the CLI; if you don’t have one, use a service key.

   Who can do this: Super admin, or a user with a developer seat, to view the token; Super admin or the HubSpot Marketplace access permission to install the app

   1. Open the project

      In HubSpot click Development, then Projects in the sidebar, then the name of the project that holds your app.

   2. Open the app

      On the project’s Overview tab, under Project Components, click the app’s name.

   3. Open the Distribution tab

      Click the Distribution tab.

   4. Install the app if it isn’t yet

      Under Manage distribution your current HubSpot account is listed. Click Install now, check that the access requested matches the read scopes you configured, then click Connect app.

      A static-token app can be installed in only one standard HubSpot account at a time.

   5. Show and copy the token

      Once installed, the Distribution tab shows an access token. Click Show to reveal it, copy it, and paste it into App Access Token as in main step 14.

      If you change the app’s scopes later, reinstall it with the Reinstall URL on the Distribution tab, or the new scopes won’t apply.

   Permissions to grant

   Resource	Access	Used for
   crm.objects.contacts.read	Read	Required. hubspot.contacts, plus the activity tables hubspot.calls, hubspot.emails, hubspot.meetings, hubspot.notes, hubspot.tasks and hubspot.communications (HubSpot’s activity APIs use this scope), and contact fields in hubspot.properties and hubspot.associations.
   crm.objects.companies.read	Read	Required. hubspot.companies, and company fields in hubspot.properties and hubspot.associations.
   crm.objects.deals.read	Read	Required. hubspot.deals, the deal pipelines in hubspot.pipelines and hubspot.pipeline_stages, and deal fields in hubspot.properties and hubspot.associations.
   crm.objects.owners.read	Read	Required. hubspot.owners, the HubSpot users who own records, so deals and contacts can be joined to a rep’s name.
   crm.objects.tickets.read	Read	Only if you sync Tickets: hubspot.tickets and the ticket pipelines in hubspot.pipelines and hubspot.pipeline_stages. Older apps may show the legacy tickets scope instead, which also allows changes.
   crm.objects.products.read	Read	Only if you sync Products: hubspot.products. Search the picker for products; HubSpot’s products API accepts this scope, although HubSpot’s scope reference page does not list it yet.
   crm.objects.line_items.read	Read	Only if you sync Line Items, Taxes, Discounts or Fees: hubspot.line_items, hubspot.taxes, hubspot.discounts, hubspot.fees.
   crm.objects.quotes.read	Read	Only if you sync Quotes: hubspot.quotes.
   crm.objects.invoices.read	Read	Only if you sync Invoices: hubspot.invoices.
   crm.objects.subscriptions.read	Read	Only if you sync Subscriptions: hubspot.subscriptions (HubSpot commerce subscriptions).
   crm.objects.commercepayments.read	Read	Only if you sync Payments: hubspot.payments (HubSpot commerce payments).
   crm.objects.marketing_events.read	Read	Only if you sync Marketing Events: hubspot.marketing_events.
   forms	Read and write (HubSpot has no read-only forms scope)	Only if you sync Forms or Form Submissions: hubspot.forms and hubspot.form_submissions. Query Streams only reads them.
   crm.objects.feedback_submissions.read	Read	Only if you sync Feedback: hubspot.feedback_submissions. Service Hub Professional or Enterprise only. HubSpot’s scope reference spells it crm.objects.feedback_submission.read, so search the picker for feedback.
   crm.lists.read	Read	Only if you sync Lists: hubspot.lists.
   automation	Read and write (HubSpot has no read-only workflows scope)	Only if you sync Workflows: hubspot.workflows. Professional or Enterprise accounts only. Query Streams only reads workflow definitions.
   crm.schemas.custom.read	Read	Only if you sync Custom Schemas: hubspot.schemas (custom object definitions). Enterprise accounts only.

   Paste into Query Streams

   App Access Token

   The service key you copied in step 13 (it starts with pat-), or a legacy private app token, or a developer-platform app’s static auth token

   Common problems

   Test connection fails with Invalid or expired access token, straight after you pasted a new key.

   Why: The value is not an app or service key. The usual mix-up is the Personal Access Key or Developer API Key, which sit next to Service Keys under Development → Keys and are for HubSpot’s developer tools.

   Fix: Go to Development → Keys → Service Keys, open your key, click Show, then Copy, and paste that into App Access Token. Test connection again; it reads Connected.

   The wizard says Not a valid HubSpot app token before it even tests.

   Why: Only part of the key was pasted: the text doesn’t start with pat- and is very short or contains a space.

   Fix: Back in HubSpot click Show, then use the Copy link (don’t select the text by hand) and paste again.

   You can’t see Development in HubSpot’s left navigation, or Service Keys is missing under Keys.

   Why: Your HubSpot user is not a Super admin and doesn’t have the Developer tools access permission.

   Fix: Ask a Super admin in your company to create the key (steps 2 to 13) and paste it into the wizard, or to grant you Developer tools access.

   Test connection reads Connected, but one table fails to sync with a Forbidden error or stays empty.

   Why: The key is missing the read scope for that table, or your HubSpot plan doesn’t include that feature (Workflows needs Professional or Enterprise; Custom Schemas needs Enterprise; Feedback needs Service Hub Professional or Enterprise).

   Fix: Open the key (Development → Keys → Service Keys → key name), click Edit, add the scope from the Permissions list and save, then sync again. If your plan doesn’t include the feature, switch that table off in the connection’s Sync settings.

   Syncs that used to work start failing with Invalid or expired access token.

   Why: Someone rotated or deleted the key. Rotate and expire now stops the old key at once; Rotate and expire later stops it after 7 days.

   Fix: Copy the current key from Development → Keys → Service Keys → key name → Show → Copy. In Data Agents, edit the HubSpot connection, paste it into App Access Token and run Test connection.

   With a legacy private app token, some tables fail with USER_DOES_NOT_HAVE_PERMISSIONS.

   Why: The HubSpot user who created the private app was removed from the account.

   Fix: Rotate the app’s token (Development → Legacy Apps → app → Rotate) and paste the new token into the connection, or create a service key instead.

   You can’t find Create legacy app, or HubSpot’s docs call private apps legacy.

   Why: HubSpot is retiring creation of new legacy private apps (already off for accounts created on or after 28 September 2026; off for older accounts from 26 October 2026). Existing private apps keep working.

   Fix: Create a service key (main steps). Existing private app tokens can stay in place.

   Data in Query Streams doesn’t match what you see in HubSpot.

   Why: The key was created in a different HubSpot account (for example a test or sandbox account).

   Fix: Switch to the right HubSpot account, create a key there, and paste it into the connection.

   Limits to know

   • HubSpot’s limits for service keys and private apps: 100 requests per 10 seconds per key on Free and Starter, 190 on Professional and Enterprise, 250 with the API Limit Increase add-on. The Agent paces itself to the lowest of these, so the first full sync of a large CRM can take a while.
   • Daily limit per HubSpot account: 250,000 requests on Free and Starter, 625,000 on Professional, 1,000,000 on Enterprise. It is shared by every private app and service key in the account, so other integrations use the same budget.
   • HubSpot’s CRM search, which the Agent uses to fetch only changed records, allows 5 requests per second per account and at most 10,000 results per query.
   • Some tables depend on your HubSpot plan: Workflows (Professional or Enterprise), Custom Schemas (Enterprise), Feedback (Service Hub Professional or Enterprise).
   • Service keys are in public beta (since 10 February 2026), so HubSpot may change details. HubSpot recommends rotating keys every six months.
   • New legacy private apps can’t be created in accounts made on or after 28 September 2026, nor in older accounts from 26 October 2026. Existing apps and tokens keep working.

   Steps verified 8 October 2026. Sources: developers.hubspot.com/docs/apps/developer-platform/build…, developers.hubspot.com/changelog/service-keys, developers.hubspot.com/blog/hubspot-service-keys-the-righ…, developers.hubspot.com/changelog/legacy-private-app-creat…, developers.hubspot.com/docs/apps/legacy-apps/private-apps…, developers.hubspot.com/docs/apps/developer-platform/build…, developers.hubspot.com/docs/apps/developer-platform/build…, developers.hubspot.com/docs/apps/developer-platform/build…, developers.hubspot.com/docs/getting-started/developer-ove…, developers.hubspot.com/docs/apps/developer-platform/build…, developers.hubspot.com/docs/developer-tooling/platform/us…, developers.hubspot.com/docs/api-reference/latest/crm/sear…, knowledge.hubspot.com/user-management/hubspot-user-permis…, developers.hubspot.com/docs/api-reference/legacy/crm/obje…, developers.hubspot.com/docs/api-reference/legacy/crm/acti…, developers.hubspot.com/docs/api-reference/legacy/crm/acti…, developers.hubspot.com/docs/api-reference/legacy/crm/obje…, developers.hubspot.com/docs/api-reference/legacy/crm/obje…, developers.hubspot.com/docs/api-reference/legacy/crm/pipe…, developers.hubspot.com/docs/api-reference/legacy/crm/obje…, developers.hubspot.com/docs/api-reference/legacy/automati…, developers.hubspot.com/docs/api-reference/legacy/marketin…, developers.hubspot.com/docs/api-reference/legacy/account/…, docs.n8n.io/integrations/builtin/credentials/hubspot.

   Connection name

   Any name you will recognise later, like Sales database.

   App Access Token

   A HubSpot Private App token (it starts with pat-), found under Settings, Integrations, Private Apps, your app, Auth tab.

   Click Test connection. When it reads Connected, click Save. The connection reaches your Agent within a few seconds.

   Open Data Agents

   Test failed? Usually a missing permission, or a credential from the wrong HubSpot account. The walkthrough above lists the common problems and their fixes.

4. See your data in Query Builder Optional

   You can look at your HubSpot account before Excel is involved at all. Open Query Builder in the portal and pick the connection you just made. The Schema tab lists your tables and columns, and clicking one puts its name in the editor, so you can write a query without remembering exact names. Click Run and the rows appear under Results. Query Builder is on every plan, Free included.

   On Business plans you can also ask Nova in plain English (“show me customers in the USA”) and it writes the SQL for you. When the query looks right, save it: from Personal Core up it shows in the add-in’s Saved Queries list, and on any plan you can copy the SQL into the next step.

5. Add Query Streams to Excel

   In Excel, go to Insert → Get Add-ins, search for Query Streams, and click Add. Or open it straight from Query Streams on Microsoft AppSource. A Query Streams button appears on the ribbon. Sign in with the same account.

   Works in Excel for Microsoft 365 on Windows and Mac, and in Excel on the web.

6. Pull in your first table

   Click the Query Streams button, choose Stream a Query, and pick the connection you just made.

   Type the query you want to run. This one pulls a few columns from a hubspot.deals table:

   Example · SQL

   SELECT dealname, dealstage, amount, closedate
   FROM hubspot.deals
   ORDER BY closedate DESC
   LIMIT 100;

   Under Destination Sheet choose Create a new sheet, then press the play button (the ▶ arrow). The rows land in Excel in a second or two. Press it again any time the data has changed and the sheet updates in place.

   Don’t know SQL? Build it in Query Builder first and paste it here, or pick it from Saved Queries if you saved it.

Good next moves

• Save the query in the portal so you can run it again with one click, from Excel or Google Sheets.
• Add a filter such as a date range, so the same query can answer “this month” without editing.
• Share the results with a colleague. They see the rows, not your credentials.

Questions people ask

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