Bulk Data Imports with OW Sync - Overview and Strategy

This article explains the limitations of bulk uploading data into Hubspot and outlines how OW Sync works in tandem with manual imports to ensure clean onboarding and reliable ongoing syncing.

🚀 When to use OW Sync vs. Excel Imports

OW Sync should be used for real-time syncing of new or updated orders. It is best suited for ongoing operations that require continuous data updates. However, it is not appropriate for importing historical data or handling large datasets exceeding 500,000 records.

Excel Import is recommended for one-time historical data loads or when importing more than 500,000 records. It does not support real-time syncing or ongoing updates.

Task	Use OW Sync	Use Excel Import
New/Updated orders	✅	❌
Initial historical data load

| ❌ | ✅ | | Real-time syncing | ✅ | ❌ | | Handing more than 500k records | ❌ | ✅ |

📊 HubSpot’s Import Limits

When importing data into HubSpot, it’s important to be aware of system limits to ensure a smooth and successful upload process.

• Daily record limit: 500,00 rows per day across all objects.
• This includes headers, line items, and any duplicate (e.g. re-imports).
• Large datasets must be broken up and imported gradually.

🛠️ Recommended Workflow

The following workflow outlines the recommended steps for preparing, importing, and syncing data effectively:

1. Prepare Companies and Contacts (see here).
2. Prepare and import orders in batches.
3. Run OW Sync post-import for automated syncing.
4. Use Excel-based association methods to link data.

✅ Key Benefits of this Approach

This approach offers several advantages that improve the performance, reliability, and long-term maintainability of the integration:

• Avoids API timeouts.
• Prevents sync overloads.
• Respects HubSpot-native association mapping.
• Minimises long-term manual involvement.