You export all your Freshsales data from Admin Settings, under Account Settings, using the Export data button. You choose a time period and the record types, and Freshsales emails a Zip file to the admin. Freshsales allows up to five exports a day, but only one export across the full time range, so it's worth deciding what to include before you click Export.
Part of our HubSpot guides.
What are the steps to export data from Freshsales?
The full account export takes a few minutes to set up and is processed in the background. Larger accounts take longer to arrive.
- Log in to Freshsales as an admin.
- Go to Admin Settings, then Account Settings.
- Check the default admin details. The export is sent to this email address.
- Click Export data.
- Choose the time period. For a migration, this is usually the full time range.
- Select the record types to include: contacts, accounts, deals, activities, sales activities, user information, and email logs and conversations.
- Click Export. Freshsales sends the Zip file by email when it's ready.
- Check Export History to confirm the status, record types and time period of each export.
Source: Freshworks CRM support, "How do I export all required data from the CRM?"
What's included in a Freshsales data export?
The Freshsales account export can include contacts, accounts, deals, activities, sales activities, user information. You select which of these to include each time you export.
What the account export doesn't list is just as useful to know before a migration:
- Attachments and files. These aren't listed among the export record types. They usually need to be pulled through the API or a migration tool.
- Workflows, sequences and automation. These are configuration, not data, and need to be documented by hand.
- Reports and saved views. Screenshot or note these so they can be rebuilt.
- Sales emails. These will need to be imported into HubSpot using HubSpot's Gmail migration tool, or using a third party API for other email clients.
- Freddy AI scores. These sit inside Freshsales and don't carry meaning outside it.
Are there limits on exporting from Freshsales?
Yes. According to Freshworks, you can export your CRM data up to five times a day, and you can export data over the full time range only once. If the full-history export is missing a record type, later exports need to use narrower date ranges.
In practice, that means:
| Limit | What it means for a migration |
|---|---|
| Five exports per day | Leaves room for test exports and a final delta export |
| Full time range once | Select every record type you might need in that one export |
| Admin only | Someone with admin access needs to run it |
| Emailed Zip file | Check the admin inbox can receive large attachments or links |
When should you export Freshsales data during a migration?
Export twice. Run the main full-history export once the HubSpot structure is designed, then a final delta export of anything created or changed after that, just before you switch over.
A typical sequence looks like this:
- Test export. A short date range to check the file format and fields.
- Main export. Full time range, all record types, used to build and test the import.
- Parallel period. The team keeps working in Freshsales while HubSpot is tested.
- Delta export. Records created or updated since the main export.
- Cut-off. Freshsales goes read-only and the team works in HubSpot.
For the full process, see how to migrate from Freshsales to HubSpot.
What should you do before cancelling Freshsales?
Before you cancel, keep a complete archive and confirm that nothing you still need lives only in Freshsales. Once the subscription ends, getting data back out can be difficult.
A short pre-cancellation checklist:
- Download and store the full export Zip in a shared, backed-up location
- Save any attachments that haven't been migrated
- Document every active workflow, sequence and integration
- Screenshot key reports so leadership can compare numbers in HubSpot
- Confirm unsubscribes and consent records are in HubSpot
- Check your Freshworks billing dates and notice period
Frequently asked questions
Can a non-admin user export data from Freshsales?
The full account export is run from Admin Settings, and Export History records which admin started each export. If you don't have admin access, the account owner or an admin needs to run it.
What format is the Freshsales export in?
Freshsales delivers the account export as a Zip file sent by email. Once unzipped, the records can be cleaned in a spreadsheet and saved as CSV or Excel files, the formats HubSpot's import tool accepts.
Can you export a single list or view from Freshsales?
Usually, yes, depending on your role permissions. Individual views can be exported from the list view, which suits small, one-off exports. For a migration, the full account export is more complete.
Can you export Freshsales reports?
Freshsales reports can be exported separately from the reports section. They're useful as a reference when rebuilding dashboards in HubSpot.
How long does a Freshsales export take?
Freshworks says processing time depends on the size of the export. Accounts with years of activity and email history take the longest.
The pattern we see
The full-history export only runs once, so the teams that get it right decide what they need before they click Export. Which record types would you want to have in a year's time?