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HubSpot and Google Contacts

Frans Leys
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HubSpot is the marketer's number one inbound marketing tool. Your phone’s address book however runs on a different cloud. Google Contacts for instance.

To get these 2 apps to talk to one another, there are a couple of ways to add contacts in HubSpot. Either you copy paste contacts, you import a csv file, or you type them in manually. Yet all these methods have their disadvantages. There can be typos in the data, the information can be out-of-date and it’s just very time-wasting.

PieSync is the better way as it allows you to create a bidirectional contact sync that works in real time, all the time.

What is the difference with the Gmail built in plugin?

This (free) add-on, among other things, helps transfer email conversations from Gmail to have them show up in HubSpot. While it will indeed create a contact record, it will only do when you send an email from a web browser that is equipped with the extension.

Essentially it will process data on on-demand principle. It will visualize actionable information, when, and only when you are working on a certain contact record.

It doesn't actually process Google Contacts’ or HubSpot’s data in the background, and that could be an issue. HubSpot data is changing all the time, new contacts are being added through forms, you’re making minute changes to Google Contacts data,....

A true 2-way syncing solution for contacts is not what is offered by default - but PieSync does.

What are the benefits of a 2-way contact sync?

Let’s focus on contact management, your contact data needs to be in check. PieSync helps to make an intelligent real time connection between HubSpot and Google Contacts, or one out of their 150+ other cloud-based apps.

Whenever there is a new or updated contact in HubSpot, it will transfer the information into your Google Contacts account and vice versa. Because of this sync, you now have a complete up-to-date database in 2 cloud apps.

Contacts created in HubSpot will be pushed to your Google Contacts, and that's what you phone reads into. In other words: you'll be getting "caller ID" for everyone calling you. Your phone won't mention a number, but will pop up a name when you get called. This gives you the opportunity to approach your caller in a personal way.

The 2-way sync works in real time which means that PieSync constantly searches for updates in the existing contacts. The updates are automatically changing in your database and the information merges together so that there won’t be any duplicates in your database.

Sounds great! Let's get started!

iPhone CRM Sync

Firstly, make sure you’ve got Google Contacts on your iPhone. If you don’t have it yet, check out this help article on how to setup Google Contacts on your iPhone. Then go to your settings and make your “default account” to Gmail, as seen in the screenshot below. This ensures that new contacts are added to Google Contacts and synced to your CRM.

Tweaking the sync

Then, if you haven't already, setting up a sync between Hubspot & Google Contacts is as easy as following this link. A one time operation involves authorizing both apps at this stage, which is super easy. A popup will open inside PieSync and you just log in to both platforms respectively. This brings you to the sync setup, where you can leave everything to its default settings, or really dial in some custom syncs.

The connection can be adjusted in several ways. The default setting of a sync is always a 2-way sync. This means you allow PieSync to transfer changes you make to contacts in HubSpot as well as in Google Contacts. We recommend you keep this 2-way setting. However make sure you understand the two rules that you start off with by default.

  • All contacts in Google Contacts will go into HubSpot, so that may include personal contacts.
  • All contacts in HubSpot will go into Google Contacts, so you're running the risk of making this sync very heavy depending on your database.

To avoid those unwanted scenarios, use the filters, or you can turn off any of these two rules if they don't fit your workflow.

Not only PieSync creates new leads or contact in the connected app, but you can also use “if-this-then-that” rules and filter the sync to your liking.

You are in full control of your sync! Choose which field to sync and how. You’ll find your standard fields mapped by default, but you can map as many other customized fields as you wish. Afterwards, you can just let it work in the background. Set it and forget it!

What are filters & actions?

Filters & actions allow you to really dial in the sync settings. For instance, consider the following example where contacts with a Google Contacts label are updated with a lead status in HubSpot:

There is a toggle at the bottom of this rule meaning you can also consider the rule in the other way around. Depending on the lead status in Hubspot, some contacts will be labeled in Google Contacts, and others will be kept out of scope. These IF-THEN rules are easy to create and the above is just an example. There are endless possibilities.

More settings!

In addition, PieSync gives you some pre programmed options to manage the sync. For example, making a choice of which application would ‘win’ when a conflicting change is detected. Usually, you let your CRM win, but of course, this is an individual choice.

This toggle is very relevant if you are going to fire up an Google Contacts - HubSpot sync with lots of contacts already living on both sides. For example, John may exist in Google Contacts as well as in HubSpot, with a mobile phone number in both systems. In that situation, PieSync needs to know once which of the two phone numbers to keep moving forward.

Once the sync is running, every contact that you add or edit that matches your filters, will get synced to the other side in no more than 5 minutes.

Which email will PieSync match on?

In Google Contacts, a record can have multiple email addresses, which you then label accordingly with work, home, etc. In HubSpot, a contact record always has one primary email, with the ability to add secondary email addresses.

Because of a known API limitation it's only possible to sync with this primary email address of HubSpot.

Keeping this in mind, it's helpful to learn about PieSync's sync matching behavior in case contacts have multiple email addresses

Google storage limits

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The filters we offer in the PieSync interface can definitely come in handy in the case of large Hubspot databases. Google Contacts has a technical limit of 50K contacts, so if your Hubspot database is larger than that, you will need to include filters to trim down that number.

In fact, you will want to trim down the number in any case since it’s not recommended to sync that many contacts to one single Google Contacts account anyhow, because your phone will not like having to load up tens of thousands of contacts in its native phone directory. Make a selection of those contacts that you know are likely to call you, or that you will need to call.

You can use Hubspot filters such as

  • Only the contacts that you own
  • Only the contacts that have a phone number
  • Only the contacts that came in over the past month

In the video below, you will learn how to set up a connection between your phone contacts and your CRM system. This principle works for any phone contact app with any CRM.

Want to discover more?

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Check out the help articles of HubSpot and Google Contacts.
You can also learn more about 'Setting up your iPhone to sync with Google Contacts' and 'Intelligent syncing for HubSpot'.
If you don't want Google Contacts duplicates, make sure you check out this article.
Do you want to make the most out of Google Contacts? Then check out our e-book: ‘The Ultimate Guide to Google Contacts’.
Need help with GDPR? Get some assistance through HubSpot.

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