Why Is My HubSpot Contacts, Deals, or Companies Report Missing Data?

Why Is My HubSpot Contacts, Deals, or Companies Report Missing Data?

Info
If your HubSpot Contacts, Deals, or Companies report in Power My Analytics is empty, missing rows, or showing no data, the most common cause is the 500,000-record limit on each of these HubSpot objects. This article explains how the limit works, how to recognize the in-hub notification when you hit it, and how to restore your report.

How the 500,000-Record Limit Works

The HubSpot connector for Power My Analytics has a fixed limit of 500,000 records per object for the following reports:
  • Contacts
  • Deals
  • Companies
  • Line Items
The limit is checked independently for each object. For example, if your HubSpot account contains 320,000 contacts, 510,000 deals, and 80,000 companies, your contacts and companies reports will continue to return data, but your deals report will not.
Notes
The limit reflects a constraint on how many records the HubSpot Search API can paginate through within a single report run. It is not a Power My Analytics plan limit and cannot be increased by upgrading your PMA subscription.

The In-Hub Notification

When one of your HubSpot lists exceeds 500,000 records, Power My Analytics will surface a notification in your hub the next time the affected report syncs.
Where to find it: click the bell icon in the top-right of the hub, then look under Notifications for an entry with a General type.
Notification message:
Alert
“Your HubSpot list exceeds 500000 records. This report is unable to display data at this size. Please filter your contacts list in HubSpot.”
The notification message references contacts even when the affected list is Deals, Companies, or Line Items. If you receive this notification and your contacts list is well under 500,000, check the record counts on your Deals, Companies, and Line Items lists in HubSpot.

How to Restore the Affected Report

  1. In HubSpot, navigate to the affected object (Contacts, Deals, Companies, or Line Items).
  2. Use HubSpot’s filtering or list-management tools to reduce the total record count to under 500,000. For example, archive or delete records that are no longer relevant for reporting, or narrow the list scope using HubSpot’s list filters.
  3. Verify that the total count on the affected list is below 500,000 in HubSpot.
  4. Wait for the next scheduled Power My Analytics sync (sources sync nightly at midnight in the configured time zone) or trigger a manual backfill from the data source’s Action > Backfill data range menu in your hub.
  5. Once the next sync confirms the count is below the threshold, your report will resume returning data automatically. You can dismiss the hub notification from the Notifications view at any time.
Notes
No action is required from Power My Analytics support to restore the report — the threshold check runs automatically on every sync.

Other Reasons Your HubSpot Report May Be Missing Data

If your record count is well under 500,000 and you are still seeing missing data, the following HubSpot connector limitations may also apply:
  • HubSpot plan-dependent reports. Geo, sources, landing pages, and email stats reports are only available on certain HubSpot plans. See the HubSpot Data Connector User Guide for the plan-by-plan availability table.
  • Lifetime fields and live-only surfaces. HubSpot forms, forms_daily, utm_*, pages, and landing_pages tables are live data only and do not support backfill or date-based grouping.
  • Deleted deals. Deleted deals continue to appear in PMA reports until filtered out client-side. See How to Filter Out Deleted Deals in HubSpot.
  • Reconnection required. If your data source status in Sources shows Disconnected, the connector cannot pull new data until the connection is refreshed. See Disconnect and Reconnect a Source from Your Hub.
If none of these apply and the report is still empty, please reach out to our support team at contactus@powermyanalytics.com with the affected hub URL and report details.

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