The Scenario
You are a marketing analyst. The quarterly board report is due Thursday. Your CMO wants a table showing every HubSpot contact segment's size, lead source breakdown, and age since creation.
HubSpot's analytics dashboards show charts, not raw tables. You need to pull the contact records into an Excel workbook, run your own analysis, and build the view yourself.
The bad version:
- You go to HubSpot Contacts, filter for lifecycle stage = "Lead," click Export, wait for the email
- You open the CSV in Excel and discover it has 47 columns you do not need
- You delete the irrelevant columns, but the ones you kept have inconsistent values
- You repeat the export for each lifecycle stage segment
- It is Wednesday night and you are still reconciling the three CSV files in Excel.
The fast version is one prompt.
The Easy Way: One Prompt in SheetXAI
SheetXAI pulls the HubSpot data you actually need, in the shape you specify, directly into your workbook.
Open the SheetXAI sidebar and type:
Search HubSpot for all contacts where lifecycle stage is 'lead' or 'marketingqualifiedlead' or 'salesqualifiedlead'. For each contact, pull first name, last name, email, company, lifecycle stage, lead source, and create date into the Raw tab of this workbook. Sort by create date ascending.
SheetXAI queries HubSpot, pulls only the six properties you need, and writes them into the Raw tab, sorted, with no extra columns to clean up.
What You Get
A workbook with only the columns you asked for in the Raw tab:
- Name, email, company — the identity fields
- Lifecycle stage — for segmentation analysis
- Lead source — for the source breakdown
- Create date — to calculate age since creation
No 47-column CSV. No format cleanup. SheetXAI returns the data in the shape you described, ready to pivot or chart in Excel.
What If the Data Is Not Quite Ready
HubSpot data has its own inconsistencies that surface when you pull it raw.
When lead source values are inconsistent
Some contacts have "Organic Search," some have "organic_search," some have nothing.
Pull all HubSpot contacts with lifecycle stage "lead" or "marketingqualifiedlead" into the Raw tab. Normalize lead source values to title case. Include name, email, lifecycle stage, lead source, and create date.
When you want contacts grouped by lifecycle stage on separate tabs
Instead of a flat list, you want the three segments on separate workbook tabs.
Pull all HubSpot contacts with lifecycle stage "lead," "marketingqualifiedlead," or "salesqualifiedlead." Write each segment to its own tab in this workbook named "Leads," "MQLs," and "SQLs." Include name, email, company, lead source, and create date on each tab.
When you also need the associated deal data per contact
The board wants to know which contacts have open deals and the total pipeline value by segment.
Pull all HubSpot contacts with lifecycle stage "lead" or "marketingqualifiedlead." For each contact, also pull their associated open deals and sum the deal amounts. Write name, email, lifecycle stage, lead source, create date, and total open deal value per contact into the Raw tab.
When you need the full segmentation model built in one pass
Raw contact pull, age calculation, lead source normalization, and a pivot summary on a separate tab, all at once.
Pull all HubSpot contacts with lifecycle stage "lead," "marketingqualifiedlead," or "salesqualifiedlead" into the Raw tab. Normalize lead source to title case. Add a calculated column showing days since create date. Then create a pivot summary on a tab called "Summary" showing count by lifecycle stage and lead source.
The pattern: instead of exporting and then cleaning in Excel, you describe the shape you want and SheetXAI fetches it that way.
Try It
Get the 7-day free trial of SheetXAI and open any blank Excel workbook, then ask it to pull the HubSpot data you need. The HubSpot integration is included in every SheetXAI plan. For related workflows, see how to export HubSpot email campaign performance in Excel or the HubSpot in Excel overview.