Updated Oct 1, 20255 min read
    HubSpot sync
    preview data
    duplicate companies
    data sync

    Preview which companies are already in HubSpot before syncing

    Before syncing enriched data from PromptLoop to HubSpot, use the preview feature to see exactly which companies will be created, updated, or skipped. This helps you avoid duplicates and verify your sync settings before pushing data.

    Prerequisites

    • HubSpot account connected to PromptLoop (Settings > Integrations > HubSpot)
    • A dataset with at least one column containing company domains
    • HubSpot admin access to create or update company records

    Steps

    1. Open your dataset in PromptLoop and click the HubSpot Sync button in the dataset actions menu.

    2. Select matching mode and choose "Match by Domain" (the preview feature works with domain-based matching).

    3. Select your domain column from the dropdown list. This should be the column in your dataset containing company websites (e.g., example.com).

    4. Choose your sync mode to control how the sync behaves:

      • Update Only - Only updates existing HubSpot companies, creates nothing new
      • Create Only - Only creates new companies for domains not in HubSpot
      • Update & Create (Upsert) - Updates existing companies and creates new ones

    5. Map your columns to HubSpot properties. Select which dataset columns should sync to which HubSpot company properties (name, phone, employee count, etc.).

    6. Click Preview Sync button. PromptLoop will query HubSpot to check which domains already exist.

    7. Review the preview summary which shows:

      • How many companies will be updated (exist in HubSpot)
      • How many companies will be created (new to HubSpot)
      • How many rows will be skipped (missing/invalid domains or conflicts)
      • Total rows in your dataset

    8. Adjust settings if needed. If the preview shows unexpected results:

      • Change the sync mode (e.g., switch to Update Only to prevent creating new companies)
      • Verify your domain column is correctly formatted
      • Check for duplicate domains in your dataset

    9. Run the sync by clicking "Sync Dataset to HubSpot" once you are satisfied with the preview.

    Example

    You have a dataset with 500 enriched companies. After clicking Preview Sync with "Update & Create" mode selected:

    Will update 320, create 150, skip 30 of 500 total rows

    This tells you:

    • 320 companies already exist in HubSpot and will be updated with new data
    • 150 companies are new and will be created in HubSpot
    • 30 rows will be skipped (likely due to missing or invalid domains)

    If you only want to enrich existing companies without creating new ones, switch to "Update Only" mode and preview again.

    Understanding sync decisions

    The preview feature analyzes your dataset against HubSpot and makes decisions based on your sync mode:

    Update Only mode:

    • Existing companies (1 match) → update
    • New companies (0 matches) → skip
    • Multiple matches → conflict/skip

    Create Only mode:

    • Existing companies (1 match) → skip
    • New companies (0 matches) → create
    • Multiple matches → conflict/skip

    Update & Create mode:

    • Existing companies (1 match) → update
    • New companies (0 matches) → create
    • Multiple matches → update first match or skip (based on conflict settings)

    Quality checks

    Before running the full sync, verify:

    • The numbers in the preview match your expectations
    • Your domain column has clean, normalized domains (no http://, www. prefixes)
    • The sync mode aligns with your goal (update existing vs. create new)
    • Column mappings are correct for the properties you want to update

    Tips

    • Run preview after any sync mode change to see updated statistics
    • If you have many conflicts (multiple HubSpot companies with the same domain), clean up duplicates in HubSpot first
    • Preview is especially useful for large datasets (1000+ rows) where manual checking is impractical
    • The preview does not modify any data in HubSpot or your dataset

    FAQs

    Does running a preview use any API credits?
    Preview queries HubSpot to check domain matches but does not create or update any records. It uses minimal HubSpot API calls.

    What causes rows to be skipped?
    Rows are skipped when domains are missing, invalid, or when your sync mode prevents the action (e.g., Create Only mode skips existing companies).

    Can I see which specific companies will be updated?
    The current preview shows aggregate statistics. To see individual company details, you can use the "Update Only" mode and check the HubSpot activity log after syncing.

    What happens if I have duplicate domains in my dataset?
    Each row with the same domain will attempt the same action. In most cases, the last sync will overwrite previous syncs for that domain. Consider deduplicating your dataset first.

    Related

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