How to create report with custom report builder

Here's a simplified, step-by-step summary of how to create reports with HubSpot’s Custom Report Builder:

1. Create Your Report:

• Navigate to Reporting > Reports.

• Click Create report.

• Choose Custom Report Builder.

• Select Choose my own data sources or Start with a dataset.

2. Select Data Sources:

• Select your primary data source first.
  (Example: Contacts or Deals)

• Then select up to 4 additional data sources as needed.

Note:

• Primary data source is the main focus; secondary sources must relate to it.

• To include all records (e.g., all deals), choose that as your primary source.

3. Add Fields to Your Report:

• Choose fields (properties, activities, events) from your selected data sources.

• Drag and drop these fields into relevant slots:

  • X-axis (horizontal dimension)

  • Y-axis (vertical measurement)

  • Break down by (categories or segments)

  • Columns (for tables/pivot tables)

  • View point details/size (for scatter plots)

Field Types:

• Dimensions (grey): Qualitative or categorical fields (dates, types, etc.)

• Measures (green): Numeric values aggregated (sum, average, count, etc.)

4. Customize Report Filters:

• Click the Filter tab to refine your data.

• Set conditions using logic like:

  • ALL (records match all conditions)

  • ANY (records match at least one condition)

  • Custom logic using AND, OR, NOT.

Example:

• Include only Deals from this year with revenue greater than $5,000.

5. Configure Report Visualization:

• Choose a chart type (Bar, Line, Pie, Table, etc.).

• If unsure, enable Smart Chart to get automatic recommendations.

• Further customize visualization:

  • Axis scales (linear/logarithmic)

  • Colors (your branding or HubSpot’s palettes)

  • Legend placement

  • Display data labels and totals

  • Set monthly goal lines or cumulative totals

Common Chart Settings:

• Stacked views for clearer segmented data.

• Gauge charts with colored bands to indicate performance.

6. Save or Export Your Report:

• Click Save to store your report:

  • To your Reports list.

  • To a new or existing Dashboard.

• Click Export to download data (CSV, XLSX, etc.).

Refreshing Your Report

• Reports auto-refresh every 2 hours.

• You can manually refresh every 15 minutes.

Reporting Limits & Best Practices:

• Non-table charts limited to 1,000 unique rows.

• Table charts support larger data sets (pagination enabled).

• New data takes 10-15 minutes to appear.

• Event reports capped at 5 years or 10M events (Pro) / 100M events (Enterprise).

This guide provides a streamlined reference to build and manage insightful reports in HubSpot effectively.