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, but not the raw table you need. You need to pull the actual contact records into a sheet, run your own analysis, and build the view yourself.
The bad version:
- You go to HubSpot Contacts, set filters for lifecycle stage = "Lead"
- You click Export, wait for the email, download the CSV
- You open it in Google Sheets 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.
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, without you touching HubSpot's export tool.
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 this sheet. Sort by create date ascending.
SheetXAI queries HubSpot's contacts API with your filter, pulls only the six properties you need, and writes them into the sheet, sorted, with no extra columns to clean up.
What You Get
A clean sheet with only the columns you asked for:
- Name, email, company — the identity fields
- Lifecycle stage — so you can segment in the sheet
- Lead source — for the source breakdown analysis
- Create date — so you can 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.
Need to run the same pull every week? Give SheetXAI the same shape of prompt. It reads the current HubSpot data fresh each time.
What If the Data Is Not Quite Ready
HubSpot data has its own inconsistencies. SheetXAI handles them in the same pull.
When lead source values are inconsistent across records
Some contacts have "Organic Search," some have "organic_search," some have nothing.
Pull all HubSpot contacts with lifecycle stage "lead" or "marketingqualifiedlead." Include first name, email, lifecycle stage, lead source, and create date. Normalize the lead source values to title case. Write to this sheet.
When you want contacts grouped by lifecycle stage in the sheet
Instead of a flat list, you want the three segments on separate tabs.
Pull all HubSpot contacts with lifecycle stage "lead," "marketingqualifiedlead," or "salesqualifiedlead." Write each segment to its own tab in this sheet 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 what the total pipeline value is 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 this sheet.
When you need the full segmentation model built in one pass
You want the raw contact pull, the age calculation, the lead source normalization, and a pivot summary on a second tab, all at once.
Pull all HubSpot contacts with lifecycle stage "lead," "marketingqualifiedlead," or "salesqualifiedlead." Include name, email, lifecycle stage, lead source, and create date. Normalize lead source to title case. Add a calculated column showing days since create date. Write the raw data to a tab called "Raw." 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, 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 Google Sheet, then ask it to pull the HubSpot contact data you need for your report. The HubSpot integration is included in every SheetXAI plan. For related workflows, see how to export HubSpot email campaign performance or the HubSpot in Google Sheets overview.