Short answer
In the deals list view, create a filter with lost status and a lost date within the period, add the ID, reason, stage, pipeline, date and owner columns with the gear icon, and export the filter results. Repeat the filter in the archive tab, because archived deals do not appear in the main list. You need export permission and you only export what you can see.
Key verification: Add up the rows of every file and compare the total with the Pipedrive count for the same filter.
Sources and limitationsTo export lost deals from Pipedrive with their lost reason, stage, close date and owner, filter the list view by lost status and lost date, add those columns with the gear icon and export the filter results. Then repeat the filter in the archive tab, because archived deals do not appear in the main list. The file is only reliable when its count matches what Pipedrive shows for the same population.
Define the population before you open Pipedrive
Write down in one line what you are going to export, for example: “deals with lost status and a lost date between 1 July and 30 September, from all pipelines, archived deals included”. That sentence determines the result more than any later adjustment. If you filter by creation date instead of lost date, you will mix losses from other quarters with deals that were created during the period.
Also decide what stays out. A deleted deal is not a lost deal: the API reference treats it as a separate status (deleted). If people in your account delete lost deals to “clean up” the pipeline, they will not appear in the export; that decision is discussed in the guide on archiving, losing or deleting a deal. Which reasons to use and how to interpret them belongs to the guide on lost deal reasons; here you only obtain complete data.
Prepare the filter in the list view
Pipedrive’s help article on exporting data, consulted on 22 October 2026, describes the route: open the deals list view, apply a filter (it gives “All lost deals” as an example), choose columns with the gear icon and use the option to export the filter results from the “...” menu. It exports the fields currently displayed.
The predefined lost filter does not limit the period. Create your own filter with two conditions that must both be met: lost status and a lost date within the range (in the English interface the deal field is called “Lost time”). Use absolute dates, not “this quarter”, so that the filter gives the same result if you repeat it the following week. Also check that the view is not limited to a single pipeline if you want all of them.
Columns the file must include
| Column | Why you need it | What to check in the file |
|---|---|---|
| Deal ID | Unique key for matching and spotting duplicates | No repeated ID |
| Title and organisation | Reviewing specific cases | No personal data the analysis does not need |
| Lost reason | Grouping causes | Empty cells and unnormalised free text |
| Lost date | Assigning each case to its period | Minimum and maximum within the filtered range |
| Expected close date | Comparing forecast and outcome | Not confusing it with the actual lost date |
| Pipeline and stage | Knowing where the deal fell out | Stages with the same name in different pipelines |
| Owner | Analysing by salesperson or team | Deactivated users identified |
| Value and currency | Weighting losses by amount | Not adding amounts in different currencies |
| Archive status | Distinguishing the rows of each export | Value consistent with the source tab |
Two clarifications. The help article on lost reasons explains that additional comments entered when marking a deal as lost are saved as a note; and the export article states that activities, notes and files are exported separately. If you need that context, prepare a second export. In addition, the lost date is a deal field distinct from the expected close date: include both under their exact names.
Exporting to CSV or Excel: permissions and visibility
According to the export article, only global admins and users with the right permission can export, and each user exports only the data visible to them. The permission sets page places that permission among the global data management permissions as “Export data from list views”. If the option does not appear, ask the admin to review the permission set and the visibility group, and confirm which settings your plan allows you to change.
Exporting from the list shows an immediate download prompt; if you close it, the file stays under Tools and apps, Export data, Generated exports, available for 28 days according to the same page. The section for exporting by data type offers Excel (XLSX) or CSV and is limited to global admins. When opening a CSV in a Spanish-locale spreadsheet, import it specifying the separator and decimal format, and see the guide on opening a CSV without interpreting fields as formulas.
Archived deals and deactivated owners
The help article on archiving deals states that archived deals keep their status (open, won or lost), are hidden from most list and pipeline views, can be viewed in the “Archive” tab of the list view and can be exported from it. So an archived lost deal is still a lost deal, but it will not be in your first file. Apply the same filter in that tab and export it separately.
Deactivated users are the opposite case: their deals do not disappear. The page on what happens when a user is deactivated explains that their deals remain in the account, still assigned to that person, and that you can filter for them in the list view. Do not reassign them before exporting if you want to keep who handled each case; mark in the sheet which owners are no longer active.
When there are many records: the API
If you export often or the volume is high, the deals API reference documents GET /api/v2/deals with the status=lost parameter, a filter_id to reuse the saved filter, a limit of up to 500 items per page and pagination with cursor. Archived deals have their own endpoint, GET /api/v2/deals/archived, and the archive article warns that they are not returned by the standard list endpoints.
Go through every page until no cursor is left, as explained in the guide on API pagination, and keep the ID as the key. Use a token from a user with sufficient visibility and compare its count with the interface: the API does not fix a permissions problem.
Fictitious reconciliation exercise
A fictitious company wants its third-quarter losses. An admin obtains the reference figure in Pipedrive with the status and date filter, archived deals included. A salesperson exports the main list with her own user.
| Item | Deals |
|---|---|
| Reference in Pipedrive (admin, archived included) | 236 |
| CSV from the main list (sales user) | 198 |
| CSV from the archive tab, same filter | 31 |
| Sum of the two files | 229 |
| Difference from the reference | 7 |
| Rows with a deactivated owner (within the reference) | 18 |
| Rows with an empty lost reason | 12 |
Calculation: 198 + 31 = 229; 236 − 229 = 7. The remaining 7 belong to a pipeline the salesperson cannot see; the admin exports them and the total becomes 198 + 31 + 7 = 236. The 18 with deactivated owners were already inside those figures: they are not added. The 12 without a reason represent 12 / 236 = 5.1% and should appear as “no reason” in the analysis, not be spread across the other causes.
Checks before you analyse
- The row count of all files adds up to Pipedrive’s reference count for the same filter.
- The number of distinct IDs equals the number of rows; if not, there are duplicates between exports.
- The minimum and maximum lost dates fall within the range and in the time zone you expect.
- Every row has lost status and no value from another status.
- Archived deals are identified and deactivated owners are flagged.
- Rows without a reason are counted separately and their percentage is recorded.
- You keep the filter definition, the export date and the user who ran it alongside the file.
If any check fails, fix the filter or the permissions and export again before calculating anything. CallsIQ has not exported data from a real account for this guide; field and menu names may vary by language and plan.
Sources and limitations
Documentary review: . Content type: Documentation-based guide with original exercise.
Linked sources describe the terms and capabilities each provider publishes. Examples that use fictional data are labelled in the text.
- exporting datasupport.pipedrive.com
- lost reasonssupport.pipedrive.com
- permission setssupport.pipedrive.com
- archiving dealssupport.pipedrive.com
- what happens when a user is deactivatedsupport.pipedrive.com
- deals API referencedevelopers.pipedrive.com
Check current terms
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Official sources, explained calculations and clearly labelled examples. Read about our methodology and use of AI in writing.