[ HOW-TO / DATA EXPORT ]

How to export your data from Stotles

The documented way data leaves Stotles is its Salesforce and HubSpot integration, which pushes notice information and contact details into your CRM. Contacts can also be exported. Saved views, pipeline and bid reports have no documented export, and the terms do not describe returning customer-entered data.

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UPDATED 15 SEP 2026[ WRITTEN BY DEFENSE EXPLORER ]

What you can take with you

[ SUMMARY ]

If you have Salesforce or HubSpot, make the CRM your export: sync what you need before the contract ends. Export contacts, record saved views and bid decisions by hand, and give notice at least 45 days before the renewal date.

  1. 01Stotles’ CRM integration sends notice information and contact details to Salesforce or HubSpot; users, accounts, opportunity types and stages flow the other way.
  2. 02Its help centre says you can “export the contact information, send to your CRM, or use our outreach builder”. The file format and the clicks are not documented.
  3. 03No bulk export of saved views, saved opportunities, pipeline or Bid Studio reports is documented, and there is no public REST API.
  4. 04The terms renew the agreement automatically for the same length unless you give 45 days’ notice, and on termination they require you to delete Stotles-owned data. They do not describe Stotles returning data your team entered.
  5. 05The terms also bar using information from the service to build a database for resale or for a competing service, which limits what you may keep and share.

What can be exported, and how

[ 08 DATA TYPES ]

Every kind of data a team usually builds up in Stotles, and the documented way out for each.

DataHow to get it outFormatDocumented?
Saved opportunitiesSync to Salesforce or HubSpot, or record manuallyCRM records[ PARTIAL ]Notice data via CRM sync
Saved views and alertsRecord the filters of each view by handYour own notes[ NO ]
Pipeline and bid stagesStages map to your CRM through the integration; otherwise record manuallyCRM records[ PARTIAL ]
Notes and commentsCopy by hand—[ NO ]
Uploaded tender documentsKeep your own originals; they came from the buyer or your driveOriginal files[ NO ]No export documented
Decision-maker contactsContact export or CRM syncNot documented[ PARTIAL ]Format not stated
Bid/no-bid reports and draftsCopy the content you wrote or approved—[ NO ]
Account and personal dataData protection request to Stotles under UK GDPRNot stated[ PARTIAL ]General legal right

“Documented” means described on Stotles’s public website, help centre or terms as of 15 September 2026. A feature can exist without being documented; ask your account contact before you assume it does not.

Export step by step

[ DOCUMENTED ROUTES ONLY ]

Stotles documents two routes out: the CRM integration and the contact export. We do not reproduce click paths it has not published.

  1. STEP 01

    Use the CRM integration as your export

    If your team connected Salesforce or HubSpot, check that every opportunity you care about has synced. According to Stotles, the bulk of what passes to the CRM is notice information and contact details.

    If you never connected a CRM, ask your Stotles contact whether connecting one before you leave is possible on your plan. Data already in your CRM stays in your CRM after the Stotles contract ends, subject to the licence terms below.

  2. STEP 02

    Export the contacts you use

    On contact results, Stotles offers to export the contact information or send it to your CRM. The format is not documented, so run the export early and check what arrives. Contact data is personal data about buyers: store and use it under your own data protection obligations.

  3. STEP 03

    Record saved views and pipeline by hand

    For each saved view, write down its filters. For each live bid, record the notice, buyer, deadline, stage, owner and the bid/no-bid reasoning. A spreadsheet with the official notice links is enough.

  4. STEP 04

    Ask in writing for anything else

    Use the template below for notes, pipeline history and bid reports. The terms do not promise a return of customer-entered data, so this is a request, not an entitlement. Your users’ personal data is covered by the portability right.

Export request email

[ TEMPLATE ]

For anything without an export button. Send it in writing and keep a copy. Replace the [BRACKETS].

To: [ACCOUNT MANAGER OR STOTLES SUPPORT CONTACT]
Subject: Data export before contract end – [COMPANY NAME]

Hello [NAME],

Our Stotles agreement for [COMPANY NAME] ends on [DATE], and we would
like to take a copy of the work our team has entered before then.

Could you provide, in CSV or XLSX:

- saved opportunities with stage, owner and any notes
- saved views and their filters
- bid/no-bid reports and bid projects our team created

Separately, under the UK GDPR right to data portability, please send the
personal data of our users: [USER EMAILS].

We understand the terms restrict re-use of Stotles-owned data and we will
handle anything you send accordingly.

Many thanks,
[NAME], [ROLE]

Before you cancel

[ 45-DAY NOTICE ]

Stotles contracts renew automatically. The date that matters is 45 days before the end of the term, not the end itself.

  1. STEP 01

    Find your contract end date

    The agreement is automatically extended by the same length as the original term. Work back 45 days from its end: that is your last day to give notice.

  2. STEP 02

    Give notice in writing

    Send the notice to your account contact and keep the confirmation. Send the export email at the same time.

  3. STEP 03

    Finish CRM syncs and exports before the end date

    Access to the services ceases on termination, so every export that needs a login must be finished before the end date.

  4. STEP 04

    Check what you are allowed to keep

    The terms require you to take commercially reasonable steps to delete Stotles-owned data on termination. Separate what your team created from what Stotles supplied, and ask your legal adviser where the line falls. This is not legal advice.

Moving into Defense Explorer

[ IF YOU ARE SWITCHING ]

What to do with what you took out of Stotles. Nothing here assumes a one-click import.

  1. STEP 01

    Start from your inventory, not the old tool’s structure

    List the search criteria you relied on in Stotles (countries, CPV codes, keywords, value bands), the bids that are live today with their deadlines and owners, and the certificates and references you keep being asked for. That list is what you rebuild; the rest of the export is archive.

    We do not advertise a one-click importer from other tender tools. If you are moving a large pipeline, talk to us before you start and we will help you plan it.

  2. STEP 02

    Describe what you sell, per product line

    Set up the company profile with one entry per product line or service. Matching then scores each notice 0–100 against that line and lists the reasons, what the notice did not state, and hard blockers such as a missing clearance separately. See explainable matching.

  3. STEP 03

    Recreate your saved searches

    Rebuild the searches from your inventory as saved searches, personal or shared with the company. Filters cover source, country, CPV code, value, dates and defence relevance, and they are evaluated on the server so new matches reach the digest. Coverage is TED, NATO/NSPA, EU Funding & Tenders, TenderNed, UK Find a Tender, UK Contracts Finder, Spain’s PLACSP and France’s BOAMP: check tender monitoring against the portals you actually used.

  4. STEP 04

    Put live bids on the pursuit board

    Add each live opportunity as a pursuit with a stage, owner, next action and deadline, and record bid or no-bid decisions with their rationale as you make them. See the capture pipeline.

  5. STEP 05

    Run both tools until the renewal date

    Keep Stotles running until your notice period ends and compare what each surfaces for the same weeks. If Defense Explorer misses notices you depend on, you will know before the old contract lapses.

Questions

[ 06 ANSWERS ]
01

Can I export my Stotles data to Excel?

Contacts can be exported, though Stotles does not document the format. No bulk export of saved views, pipeline or bid reports is documented. The documented route for notices and contacts is the Salesforce or HubSpot integration.

02

Does Stotles have an API?

We found no public REST API. Stotles offers CRM integrations, a Slack webhook and, since August 2026, an MCP connector for AI assistants on paid plans. The connector lets an assistant query Stotles; it is not a bulk export.

03

How much notice does Stotles need to cancel?

Its terms extend the agreement automatically by the same length unless notice is given 45 days before the end of the contract period. Check your own order form in case it says otherwise.

04

Can I keep data I synced to my CRM?

The data sits in your CRM, but the Stotles terms require deleting Stotles-owned data on termination and forbid building a competing or resale database from it. Read the clause with your legal adviser. This is not legal advice.

05

Does GDPR give me the right to export everything from Stotles?

No. The right to data portability in Article 20 of the GDPR (and the UK GDPR) covers personal data you provided, processed by automated means on the basis of consent or a contract. It gets you your user profile and similar personal data in a structured, machine-readable format. It does not cover the vendor’s tender database, its match results or company records that are not personal data. For those, your contract and the product’s own export features decide what you can take. This is not legal advice.

06

What are the alternatives to Stotles for European defence suppliers?

See Stotles alternatives and Defense Explorer vs Stotles. Stotles is strongest on UK and Ireland sales data; for EU and NATO coverage the shortlist is different.

Keep reading

[ 05 PAGES ]

Sources and method

[ HOW THIS WAS WRITTEN ]

Defense Explorer wrote this page, and we sell a product in this category, so read it with that in mind. Competitor details come only from each vendor’s public website, help centre, terms and review listings, checked on 15 September 2026, and every claim links to its source below. We have not used every product under a paid contract. Where we could not verify something we say so rather than guess. Prices and features change: confirm on the vendor’s site before you buy. Spotted an error? Write to support@defenseexplorer.com and we will correct it.

  1. 01Stotles — pricing
  2. 02Stotles — platform
  3. 03Stotles — where data comes from
  4. 04Stotles — CRM integration data transfer
  5. 05Stotles — finding decision-maker contacts
  6. 06Stotles — Summer Release FAQ (MCP)
  7. 07Stotles — UK defence tenders page
  8. 08Stotles — terms and conditions
  9. 09Stotles — Series A announcement
  10. 10Capterra — Stotles reviews
  11. 11EUR-Lex — General Data Protection Regulation (EU) 2016/679, Article 20

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