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HubSpot Integration

Salestools integrates with HubSpot to automatically sync your outreach activities, contacts, and deals. Streamline your sales workflow with seamless CRM integration.

Adding the Integration​

Follow these steps to connect HubSpot with Salestools:

Prerequisites​

Before starting, ensure you have:

  • An active Salestools account (sign up at salestools.io)
  • A HubSpot account (Free, Starter, Professional, or Enterprise)
  • Admin access or super admin permissions in HubSpot

Step 1: Log into Salestools​

  1. Go to https://app.salestools.io
  2. Log in with your credentials
  3. Navigate to Settings → Integrations

Step 2: Connect HubSpot​

  1. Find HubSpot in the integrations list
  2. Click Connect HubSpot
  3. You'll be redirected to HubSpot's authorization page
  4. Select the HubSpot account you want to connect
  5. Review the requested permissions:
    • Read and write Contacts
    • Read and write Companies
    • Read and write Deals
    • Create and manage Engagements (emails, notes, tasks)
    • Access Lists and Workflows
  6. Click Connect App to grant access
  7. You'll be redirected back to Salestools

Step 3: Configure Sync Settings​

After connecting, configure how data syncs between platforms:

  1. Go to Settings → HubSpot Settings
  2. Configure the following options:

Contact Sync:

  • Sync Direction: Choose "Salestools → HubSpot", "HubSpot → Salestools", or "Bi-directional"
  • Match By: Email address (default and recommended)
  • Create New Contacts: Enable to create new contacts in HubSpot
  • Update Existing: Enable to update existing contacts with new data

Company Association:

  • Auto-create Companies: Create Company records for new contacts
  • Associate Contacts: Link contacts to their companies automatically
  • Match Companies By: Domain, Company Name, or Both

Activity Logging:

  • Log Emails: Record sent emails as Email Engagements
  • Log LinkedIn Actions: Record as Notes or custom Activity types
  • Log Meetings: Create Meeting Engagements for booked calls

Lifecycle Stage Mapping:

  • Map Salestools statuses to HubSpot Lifecycle Stages
  • Configure automatic stage progression based on engagement

Step 4: Test the Integration​

  1. Select a contact in Salestools
  2. Click Sync to HubSpot
  3. Verify the contact appears in HubSpot
  4. Check that activities are logged on the contact timeline

Usage​

Once connected, Salestools automatically syncs data with HubSpot.

Automatic Sync Features​

Contact Creation:

  • New prospects imported into Salestools create Contacts in HubSpot
  • LinkedIn profile data enriches HubSpot contact records
  • Duplicate detection prevents creating duplicate contacts

Activity Timeline:

  • Every email sent through Salestools appears on the HubSpot timeline
  • LinkedIn messages and connection requests are logged
  • Call outcomes and meeting notes sync automatically
  • Full conversation history is preserved

Property Updates:

  • Campaign responses can update Contact properties
  • Custom properties sync based on your field mappings
  • Lifecycle stages update automatically based on engagement

Sync Frequency​

  • Real-time: Email activities sync within seconds
  • Every 10 minutes: Contact data syncs bidirectionally
  • Manual sync: Click "Sync Now" for immediate sync

Viewing Synced Data​

In Salestools:

  1. Open any contact record
  2. View the HubSpot tab to see:
    • Linked HubSpot contact ID
    • Current Lifecycle Stage
    • Last sync timestamp
    • Recent HubSpot activities

In HubSpot:

  1. Open a Contact record
  2. View the Activity timeline for Salestools activities
  3. Check properties populated by Salestools (look for "Salestools" source)

Deal Integration​

Connect Salestools opportunities with HubSpot Deals:

  1. When a meeting is booked, optionally create a Deal
  2. Configure deal creation triggers in Settings
  3. Set default deal stage and pipeline
  4. Deal amount and properties can be set based on campaign data

List Integration​

Sync contacts with HubSpot Lists:

  1. Create a Static List in HubSpot
  2. In Salestools campaign settings, select HubSpot List
  3. Choose the list to sync with
  4. Contacts added to campaign are added to the HubSpot list
  5. Use lists for HubSpot workflows, ads, and email marketing

Field Mapping Reference​

Standard Field Mappings​

Salestools FieldHubSpot Property
First Namefirstname
Last Namelastname
Emailemail
Companycompany
Job Titlejobtitle
Phonephone
LinkedIn URLlinkedin_url (or hs_linkedinid)
Industryindustry
Citycity
Statestate
Countrycountry
Websitewebsite

Custom Property Setup​

To sync custom fields:

  1. Create the custom property in HubSpot (Contacts → Property Settings)
  2. Go to Settings → HubSpot Settings → Field Mapping
  3. Click Add Custom Mapping
  4. Select the Salestools field
  5. Select the corresponding HubSpot property
  6. Choose sync direction (one-way or bi-directional)
  7. Click Save Mapping

Lifecycle Stage Mapping​

Map Salestools contact statuses to HubSpot stages:

Salestools StatusHubSpot Lifecycle Stage
NewSubscriber
ContactedLead
RespondedMarketing Qualified Lead
Meeting BookedSales Qualified Lead
WonCustomer
LostOther

Configure in Settings → HubSpot Settings → Lifecycle Mapping

Workflow Integration​

Triggering HubSpot Workflows​

Salestools activities can trigger HubSpot workflows:

  1. Create a workflow in HubSpot with enrollment trigger "Contact property value changed"
  2. Set the property to one updated by Salestools (e.g., "Last Contacted Date")
  3. Build your workflow actions (send email, assign owner, update properties)

Common Workflow Triggers:

  • Contact replied to email → Notify sales rep
  • Meeting booked → Create task for call prep
  • Contact clicked link → Increase lead score
  • Connection accepted on LinkedIn → Add to nurture sequence

Using HubSpot Data in Salestools​

Pull HubSpot data into your Salestools campaigns:

  • Personalization: Use HubSpot properties in email templates
  • Segmentation: Filter contacts by HubSpot list membership
  • Scoring: Prioritize contacts by HubSpot lead score

Removing the Integration​

If you need to disconnect HubSpot:

Step 1: Disconnect in Salestools​

  1. Go to Settings → Integrations
  2. Find HubSpot
  3. Click Disconnect
  4. Confirm the disconnection

Step 2: Revoke Access in HubSpot​

  1. Log into HubSpot
  2. Go to Settings → Integrations → Connected Apps
  3. Find Salestools
  4. Click Uninstall to remove access

What Happens When You Disconnect​

  • Sync stops immediately
  • Previously synced contacts and activities remain in both systems
  • Timeline activities are preserved in HubSpot
  • Custom properties and their values are not deleted

Troubleshooting​

Common Issues​

Sync Not Working:

  • Verify your HubSpot account has API access (Professional+ for some features)
  • Check that you have the required permissions in HubSpot
  • Ensure the connected HubSpot account is still active

Contacts Not Creating:

  • Check your "Create New Contacts" setting is enabled
  • Verify email addresses are valid (HubSpot requires valid email)
  • Ensure you haven't hit HubSpot's contact limit

Activities Not Appearing:

  • Verify Activity logging is enabled in settings
  • Check that the contact exists in HubSpot
  • Activities may take a few seconds to appear on timeline

Duplicate Contacts:

  • HubSpot deduplicates by email automatically
  • Check that emails are standardized (lowercase, no typos)
  • Review HubSpot's duplicate management settings

API Limits​

HubSpot has API rate limits based on your plan:

  • Free/Starter: 100 requests per 10 seconds
  • Professional: 150 requests per 10 seconds
  • Enterprise: 200 requests per 10 seconds

Salestools optimizes API usage to stay within limits. Contact support if you experience throttling.

Support​

Need Help?

Last Updated: January 2025 Version: 1.0