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Intelligent syncing for Hubspot

Frans Leys
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All HubSpot customers (including free users) are eligible for a 25% discount on any PieSync plan. Sign up for a free trial to receive your discount.

Make sure you get the most of your syncs from and to Hubspot with these pro tips. Note that PieSync supports both Hubspot CRM as well as Hubspot Marketing yet some of these may only apply to Hubspot CRM.

Pro tip #1: Hubspot on your phone

The Hubspot mobile app is great and does a fine job at helping you navigate Hubspot when you are on the go. But the app does not continuously sync new contacts back & forth to the contact clouds that you hold dear... and it's those contact repositories that actually make sure your phone functions properly as a phone! 

When Hubspot leads & customers are not registered in your phone's contact list, your smartphone can't recognize you who's calling you. So that's why it's important to have Hubspot sync to Google, Outlook, or Icloud: to get true caller ID !

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Businesses love to implement PieSync as their ultimate team contacts manager. Businesses choose to use Hubspot in conjunction with their contact repositories like Google Contacts or G Suite so they can have the Hubspot database live on their sales force's phones. With PieSync, go the extra mile by implementing special rules to add more information to your phone so you know where leads are coming from:

Did you know? Duplicates (where the same contact is synced multiple times) are prevented because PieSync first checks to see if no similar contacts have been synced based on email addresses.  

Pro tip #2: Lead nurturing

PieSync helps integrate Hubspot to your other cloud to form a killer lead gen stack and sales machine. If you are using HubSpot to score your leads (how?) you can leverage this through PieSync, especially when using Hubspot alongside another CRM. 

In fact, for many scenarios like these, PieSync can help you streamline the marketing lead qualification process. We invite you to get in touch if you want to explore some options.

An example: when a contact in HubSpot reaches a lead score greater than 5, then and only then sync the contact to the CRM. This rule includes updating a custom field in Pipedrive I created to store the lead source. This helps to set up a separate view in Pipedrive for the sales staff to follow up on new leads and claim ownership of them. In the meantime, all cold leads stay in Hubspot, and are not polluting the CRM.

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You can also assign Marketing Qualified Leads directly to a dedicated Pipedrive sales rep. Instead of choosing "update lead origin" you would select "set Owner to" and choose your rep from the drop down menu.  

Pro tip #3: Lifecycle stage automation

Hubspot gives marketeers true understanding of their audience and the impact of their actions... but it can only be so relevant if the data is there to back up the statements. The lifecycle stage is an immensely important segmentation device for marketeers. 

Among many other insights, it helps understand the handoff between marketing and sales and how long it takes for a stranger to become a customer. But what if the deal process is being worked on in a different tool than Hubspot? Enter PieSync to sync across that information in real time, all the time.

Have any open deals on a contact? Lifecycle stage goes to opportunity, as simply set by this rule in PieSync:

When you actually close the deal, that means that contact should be recognized as a customer from here on out. This way marketing metrics are truly correct since they take information straight from the CRM, the true source :

Pro tip #4: Help in  GDPR compliance

In early 2018, Hubspot added a GDPR-like attribute to your dataset in Hubspot called "Legal basis for processing data". This separate knowledge base article, including a video, let's you in on some insider tips on how to leverage this new attribute through PieSync. 

This rule also includes toggling on a custom checkbox that I created in Hubspot so that from within my Hubspot environment, I can easily plot whoever's data is present in which tool. 

Pro tip #5: Opt in / Opt out & communication preferences

Chances are Hubspot is not the only app through which you foresee your customer communication:

  • a separate app for those individual transactional e-mails
  • your billing app also sends out e-mails
  • a mobile text app sends promotional sms's
  • that one e-mailing app that your colleague would not give up when you introduced Hubspot in the business

Separate apps will all succeed at reaching out to your audience, but as long as they are a siloed app, they cannot keep  a single record of your customers communication preferences. When someone opts out from a newsletter through the unsubscribe link in the footer of an e-mail, it is still just stored inside that one e-mail marketing app that was responsible for this very newsletter. 

Keeping GDPR in mind, syncing & storing opt-out preference on a centralized level is a must. If a customer unsubscribes in Mailchimp, that should trickle down into being unsubscribed for marketing in general. Hubspot is the ideal app to manage how you treat your customer across his or her entire journey. PieSync can help you in automating this, like this rule where being opted out in Hubspot has an effect on Hubspot, but also the other way around. 

Pro tip #6: Sync website analytics

You're able to sync HubSpot's analytics to your CRM through PieSync's customizable field mapping. First, create the custom fields you need within your CRM (we use Zoho as an example). Include fields such as when did they last visit your website, and what was the last marketing e-mail they opened from you.

On the PieSync dashboard you can map those custom fields between HubSpot and your CRM, so that this information is synced to Zoho CRM from HubSpot. You only need to link these fields once, and you're all setup! 

Good to know: setting up a sync between HubSpot and your CRM syncs historical website activity too!

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