How to Get Around HubSpot’s API Limits: Over 10,000 Objects Error

When working with the Hubspot CRM API, encountering the Hubspot API limits for importing data can be a common issue, particularly the limit of 10,000 objects. This safeguard is designed to maintain optimal performance, yet it poses a challenge for users who need to manage larger datasets.

To effectively navigate this challenge, this blog will guide you through the process of combining smaller data sets to stay within the Hubspot API’s parameters. 

You’ll learn how to strategically segment your data imports to ensure comprehensive data management without triggering the limit of 10,000 objects.

Why Would You Need to Append Datasets?

If you’re using HubSpot‘s import tool through an API with a tool like Coefficient, you might run into a problem: the HubSpot API has a data limit. 

This is especially true when you’re exporting a lot of data from HubSpot CRM.

To solve this, you can append datasets. This means doing several imports with Coefficient and then combining them to form a single, comprehensive dataset.

This way, you can handle more data without hitting the API limit.

Step-by-Step Guide: How to Get Around HubSpot’s API Limit

With Coefficient, you can get around the HubSpot CRM API’s 10,000 objects limit, effectively managing data beyond the limit of 10,000 objects in the HubSpot CRM Integration API.

Let’s walk through how it works. 

Step 1: Identify Where the Data Limit Was Exceeded

Begin by reviewing your import to pinpoint where you encounter the Error on contacts search over 10,000.

In the example below, we see that the dataset hit 10,000 rows on 2-16-2022.

To address this, we will modify the import using a filter to include only contacts created on or before this date. 

Note: Sorting ‘Create Date’ by ASC will make it easier to see the last date where your import gets cut off. 

Step 2: Create a filter 

Open Coefficient and navigate to the Filter section. 

Apply the following filters under Create Date: 

• ‘is on or before’  
• ‘Exact date’ 
• Enter your date 

This ensures your new import will stay within the CRM API 10,000 objects limit.

Click apply to continue. 

Step 3: Verify your Import 

Once you modify the data range filter, you should receive a successful message indicating that your import was successfully executed without hitting the API limitation. 

Note: Keep this import static. There’s no need to schedule data refreshes for this import since it will never change.

Step 4: Create New Imports 

Next, we’ll create another import, continually monitoring to avoid surpassing the API limit. 

Create a new import with a create date on contacts that is on or after the previously used date, in this case, 2/16/2022. 

The process continues until the API limit is reached. 

At this point, it’s important to check the last date that can be used in the current import. This allows you to add a second date filter on the import to stay within the limit.

For example, the last contacts in this import are from 8-10-2022.

That means we’ll add a second date filter on or before 8-9-2022 for this import. 

Note: Keep this import static.

Return to your spreadsheet. You will now have two static imports, one in each tab. 

Repeat this process and adjust the data filters every time to avoid hitting the limit.

Again, each of these imports will be static. 

Step 5: Create a refresh with your final import 

Once we’ve gotten to a place where you are comfortably not hitting the API limit, you will create your final import.  

This import should be scheduled to update regularly to capture the most current data.

Step 6: Create an appended data set 

Open a new tab in your spreadsheet. 

Use the following query to merge the datasets:

=query({{‘Deals <= 2022-01-26′!A2:G;’Deals > 2022-01-26’!A2:G}},”select * where Col1 is not null”,1)

Quick Guide to Using the Query:

• Replace the Ranges: Adjust ‘HubSpot Contacts <= 2/25/2022’!A2:E9931 and similar parts with the ranges from your own imports.
• Ensure Data Continuity: Each range should seamlessly continue from where the last one ended, based on your import dates.
• Customize Columns: Adjust A2:E9931 in the ranges to match the columns and rows of your data.
• Run the Query: Paste the adjusted query into your spreadsheet. It will automatically compile all your data into one dataset.

Congratulations! You’ve successfully navigated the HubSpot Search API’s data constraints.

Optimize Spreadsheet Performance for Large Data Sets

If you’re using pivot tables for analysis, you might experience a slowdown in your spreadsheet’s performance due to large data sets.

Here’s a Quick Solution: Use Coefficient to import your data into a separate sheet. 

This approach can significantly enhance the speed and efficiency of your data processing

Open Coefficient from your spreadsheet menu by navigating to Extensions > Coefficient > Launch. 

Coefficient will launch on the side panel of your spreadsheet. 

Click Import from… and select Google Sheets as your data source. 

Navigate to Source Sheet and select your HubSpot appended dataset spreadsheet.

Pro-tip:  Turn this into a scheduled import to keep your analysis up to date.

Get Around HubSpot’s API Limits with Coefficient

By following these steps, you can effectively manage and analyze large datasets within Hubspot without being blocked by the 10,000 objects limit. 

But remember, this is just one of the many ways Coefficient simplifies the analysis of HubSpot data. Install Coefficient today (it’s free) to experience it for yourself.