.jpg)
If you’ve been using HubSpot for a while, your account might not look as clean and organized as it did in the beginning. Over time, it’s common to end up with duplicate contacts, outdated lists, and workflows that no one remembers creating.
A cluttered HubSpot account doesn’t just make things messy. It affects reporting accuracy, slows down your system, and creates confusion across your team. The good news? You can get things back in shape with a structured cleanup process.
Why HubSpot Accounts Get Messy
Most businesses don’t intentionally create chaos. It happens gradually. Maybe you’ve had several people managing HubSpot over the years, or your sales team adds contacts manually, or your marketing automations have evolved with your campaigns.
Here are the most common reasons HubSpot accounts start to feel overwhelming:
- Multiple users creating their own properties and lists.
- Imports from trade shows or spreadsheets without clear formatting.
- Old workflows or sequences that are still running behind the scenes.
- Contacts marked as “marketing” who shouldn’t be.
- Data imported from other tools or CRMs without cleanup.
The result? Reports that don’t match reality and teams who stop trusting the data.
Signs It’s Time for a Cleanup
How do you know if your HubSpot account needs attention? Here are a few clear signs:
- You hesitate to run reports because you’re unsure if the data is correct.
- You can’t find what you need without searching through multiple lists or workflows.
- You see duplicate contacts or inconsistent property data.
- Your marketing emails are going to the wrong people or bouncing frequently.
- You have multiple versions of the same workflow or email.
If any of the above sound familiar, a cleanup will save you time, reduce frustration, and make your CRM a trusted source of truth again.
Step-by-Step: How to Start Cleaning Up HubSpot
Cleaning your HubSpot account doesn’t have to feel overwhelming. Start small, focus on one area at a time, and build a process you can maintain.
1. Audit Your Properties
Review your contact, company, and deal properties. Delete or merge duplicates, rename unclear fields, and document what each property is used for.
2. Simplify Your Lists
Lists often get out of control quickly. Archive or delete outdated lists and rename active ones for clarity (for example, “Newsletter List – Active” instead of “Test Email 3”).
3. Review Workflows
Check your workflows for outdated enrollment triggers or missing actions. Deactivate old workflows before deleting them, especially if you’re unsure whether they’re still connected to forms or sequences.
4. Remove or Merge Duplicates
HubSpot’s duplicate management tool is a lifesaver here. Use it to merge duplicates safely and ensure data is aligned between contact and company records.
5. Document as You Go
Keep a simple spreadsheet or note where you record what was updated and when. This helps keep your system organized long-term and gives others visibility if multiple users manage HubSpot.
Keep It Clean Moving Forward
Once your HubSpot portal is organized, the key is consistency. Set a reminder to review your account once a quarter. Make sure new team members understand how to name lists, create workflows, and add contacts properly.
You can also create a quick reference sheet with your internal rules. For example:
- All new properties must include a description.
- Lists must be labeled by purpose (Marketing, Internal, Test, etc.).
Only designated team members can import data. These small rules prevent your CRM from falling back into chaos.
Real-World Example: A Fresh Start that Paid Off
A small industrial supplier came to us after years of using HubSpot without structure. They had hundreds of outdated lists, multiple versions of the same workflows, and reporting that no longer made sense.
After a full cleanup and restructuring of their properties and workflows, they finally had clear visibility into lead sources and conversion rates. Within two months, they reduced their email bounce rate by 40% and improved their reporting accuracy across departments.
Partner with an Expert Who Does This Every Day
If the thought of diving into your own HubSpot cleanup sounds like a project you’ll “get to later,” you’re not alone. Many businesses postpone it because they don’t have time or aren’t sure where to start.
That’s where working with a certified HubSpot Partner can make all the difference. At Here 2 Help Services, we specialize in cleaning up, optimizing, and simplifying HubSpot accounts so you can focus on growth, not maintenance.
We start by auditing your current setup, then build a step-by-step plan that organizes your data, fixes issues, and puts efficient workflows in place. Once everything is clean, we help you automate repetitive tasks and create dashboards that actually make sense for your business.
It’s the same process we’ve used for dozens of clients across industries like manufacturing, healthcare, and professional services.
If you’re ready for your HubSpot account to start working for you again, reach out for a quick call. We’ll review where you are and what’s possible.
A clean HubSpot account isn’t just about tidiness. It’s about efficiency, accuracy, and confidence.
When your CRM is well-maintained, your automations run smoother, your data tells the truth, and your team trusts what they see.
If you’ve been putting off your HubSpot cleanup, start small this week - or bring in a partner who can handle it for you. The payoff is worth it.
