Set up Hubspot integration

Once Hubspot integration is set up, you can sync your data with your Hubspot CRM data. Data can be synced in either direction (one-way) or in both directions (two-way).

The integration also allows to automatically create jobs when a deal in Hubspot reaches a pre-defined stage.

Before you begin

Before you can set up the integration between and Hubspot you need to have a valid Hubspot login with Administrator access to your Hubspot account.

Hubspot setup process

The Hubspot setup process consists of five stages:

1. Account connection
2. Initial configuration
3. Company/Client mapping
4. Contact mapping
5. Deal/Job mapping.

Any custom fields set up in clients or jobs in can be used during the field mapping in Stages 3-5 above.

Account connection

To establish the connection between and your Hubspot account:

1. On the toolbar click the Settings icon.
2. Select the Integrations tab.
3. On the Hubspot tile, click the grey toggle switch and, when prompted, click Setup Integration.
4. When prompted, select the Hubspot account you want to integrate with, and click Choose Account.
5. Click the tick button to allow to continue connecting to your selected Hubspot account. Once connected, displays the Initial Setup screen.

Initial configuration

The first two options on the Initial Setup screen allow you to select whether to sync Hubspot to (one-way) or to sync to Hubspot (one-way). You can sync in both directions by selecting Yes for both options, if required.

Contact data is always synced using email address. Client data is always synced using company name. 

In , each contact is associated with a client, which is equivalent to a company in Hubspot. It is possible to create a contact in Hubspot that is not associated with a company. However, each contact must be associated with a company in Hubspot otherwise the sync for that contact will fail.

Sync Hubspot companies and contacts to clients and contacts

Match each existing record using email and company name, with Hubspot as the source of truth.

Select:

• Yes.
  • If it matches, HubSpot details will be used to update during sync.
  • Any contacts or companies in Hubspot that do not exist in will be created in during sync.
  • Any contacts or companies in that do not exist in Hubspot will not be created in Hubspot.
• No.

Sync clients and contacts to Hubspot companies and contacts

Match each existing record using email and company name, with as the source of truth.

Select:

• Yes.
  • If it matches, details will be used to update Hubspot during sync.
  • Any contacts or companies in Hubspot that do not exist in will not be created in .
  • Any contacts or companies in that do not exist in Hubspot will be created in Hubspot during sync.
• No.

Choose source of truth for two-way syncing

If you have selected two-way syncing, you must specify which platform to use as the source of truth when there is conflicting information between the two platforms. For example, the contact name for the email address [e-mail] is recorded as Mike Wilson in , but recorded as Michael Wilson in Hubspot.

• If Hubspot is selected, the contact name in will be updated to Michael Wilson.
• If is selected, the contact name in Hubspot will be updated to Mike Wilson.

In the Source drop-down list, select whether to use or Hubspot as the source of truth.

Choose whether to create jobs in at specific deal stage in Hubspot

Select:

• Yes. If you select Yes, you must choose:
  • a Hubspot deal stage from the Deal Stage drop-down list. For example: Sales Pipeline - Closed Won.
  • a job Status, from the WorkflowMax Job Status drop-down list, to apply to the job. For example: In Progress.
• No.

Choose the life cycle stage to sync Hubspot companies and contacts

HubSpot companies and contacts will sync automatically to once they reach the specified lifecycle stage. To sync all your HubSpot companies and contacts, set it to your lowest lifecycle stage (Subscriber) for newly created companies or contacts in HubSpot.

When you have made the selections you require, click Next to go on to the next stage.

You can go back to a previous stage by clicking the small circles above the stage name in the progress bar at the top of the screen (or click the back-arrow to the left of the stage names).

Company/Client mapping

On the Mapping Fields screen for Company/Client mapping, you can select which company fields in Hubspot to map to client data fields in . Generic fields (such as client Name in and Company name in Hubspot) are already mapped, but you can change the mapping if you need to.

When you have made the mappings you require, click Next.

Contact mapping

On the Mapping Fields screen for Contact mapping, you can select which contact fields in Hubspot to map to contact data fields in . Generic fields (such as contact First name in and First Name in Hubspot) are already mapped, but you can change the mapping if you need to.

When you have made the mappings you require, click Next.

Deal/Job mapping

On the Mapping Fields screen for Deal/Job mapping, you can select which deal fields in Hubspot to map to job data fields in . Generic fields (such as job Budget in and Amount in Hubspot) are already mapped, but you can change the mapping if you need to.

Deals that were moved to the specified stage before the integration is connected will NOT be created.

Two Important Fields to Map

• Due Date
• Start Date

If both the Due Date and Start Date are not mapped to a field in HubSpot, the date for newly created jobs will default to the initial sync date.

For example, if a deal is marked as closed-won on 22 January, then the job start and due date will be set to 22 January.

If only one of these dates is mapped to a field in HubSpot, the other date will auto-populate with the same date.

When you have made the mappings you require, click Complete Setup. displays the Settings > Integrations screen. The setup toggle switch on the Hubspot tile is toggled ON to show that the integration is set up and active, and syncs data with Hubspot, based on the settings you made during the setup process.

View sync log or change mappings

To view the sync log or change mappings, click the Setup integration link on the Hubspot tile in the > Integrations tab.