How to Export Your Pipeline from HubSpot (Step-by-Step for MSPs)

Most MSPs using HubSpot never export their pipeline data. They live inside the dashboard, trusting the stage columns and deal values to tell them the truth. The problem is that HubSpot shows you what stage a deal is in, but it does not shout about how long it has been sitting there. Exporting your pipeline is the fastest way to see which deals have gone quiet, and it takes about ninety seconds.

Why export your pipeline instead of just looking at the dashboard?

The HubSpot deals board is good for seeing what is happening right now. It is not good for seeing what is not happening. A deal in "Proposal Sent" looks the same whether it arrived there yesterday or six weeks ago. The colour coding and column layout give a false sense of health. When you export to a spreadsheet, you can sort by last activity date. Suddenly the quiet deals become obvious. The ones at the bottom of the list are the ones costing you money.

How to export your active opportunities from HubSpot

This assumes you are on HubSpot CRM Free or any paid tier. The steps are the same.

• 1. Go to Sales → Deals. Make sure you are in the list view, not the board view. The list view shows columns you can sort and filter.
• 2. Filter to active deals only. Click the filter bar and set Deal Stage to any open stage. Exclude Closed Won and Closed Lost. You only want opportunities that are technically still alive.
• 3. Add the Last Activity Date column. Click Actions → Edit Columns. Make sure Last Activity Date, Create Date, Deal Owner, and Next Activity Date are visible. These are the fields that tell you whether a deal is actually moving.
• 4. Export to CSV. Click the Actions dropdown again and select Export. Choose CSV format. HubSpot will email you the file or download it directly depending on your plan.
• 5. Open in a spreadsheet. Sort by Last Activity Date, oldest first. The deals at the top are the ones that have gone quiet.

What to look for in your exported file

Once you have the spreadsheet open, sort by Last Activity Date and look for three things:

• Deals with no activity in 21+ days. In most MSPs, three weeks of silence means the conversation has stalled. These need a follow-up.
• Deals with a blank Next Activity Date. If nobody has scheduled a next step, the deal is drifting. Someone needs to own the next action.
• Deals stuck in the same stage for 30+ days. Stage duration is not shown by default in HubSpot, but you can calculate it from Create Date or previous exports. If a deal has been in "Proposal Sent" for a month, it is not progressing. It is rotting.

What to do once you have the export

You now have a list of stalled deals. The next step is to assign each one an owner and a next action. Not a vague "follow up soon" — a specific person and a specific task by a specific date. If that feels like a lot of work, it is. Most MSPs do not have someone whose job is purely pipeline hygiene. That is why the quiet deals keep piling up.

If you want a second pair of eyes on your export, I do free pipeline audits for a handful of MSPs each month. Send me your CSV and I will show you exactly which deals have gone silent, which follow-ups are overdue, and where your revenue is most at risk. No software needed. No calls required.