Options for backing up your Insightly data

Insightly databases are backed up daily and securely transferred and stored with military grade AES-256 encryption to multiple off-site locations for disaster recovery purposes.

While Insightly doesn't provide individual backup or data restoration services in the event a user on your account accidentally deletes information, you have three options to make copies of your Insightly data, and we recommend doing so on a regular basis.

None of these options are meant as a complete backup, and only serve as an emergency backup in case one of your users unintentionally deletes data.

CSV Export

You can export all of your basic records to a CSV file. Basic records include the following:

  • Contacts
  • Contact Notes
  • Leads
  • Organizations
  • Organization Notes
  • Opportunities
  • Opportunity Notes
  • Projects
  • Project Notes
  • Tasks

This is the only option available if you want to re-import your records into Insightly. For more information, review our article Exporting data from Insightly to a CSV file. This option does not include exporting file attachments, many links between records, events, comments, system settings, user settings, and emails.

XML Export

We also offer an XML export in System Settings > Data Export. Here you can retrieve comments, contacts, emails (first 100 characters of each email only, including header information), leads, milestones, notes, opportunities, organizations, projects, tasks, and your users. Files and events are not included.

The exported file is in an archival format that requires an additional application or service to read or convert the XML data, and it cannot be imported back into Insightly as is. You have the option to create CSV files with conversion tools or spreadsheet programs, but only some of the data can be imported into Insightly.


If you code or have access to a developer, you can use our API to export data. This is the only available option to export full email records. For more information, see Working with the Insightly Web API. Note that the web API is a RESTful API that provides you with the ability to fetch, create, update and delete many types of Insightly objects, including leads, contacts, organizations, opportunities, projects, and events. 

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