Overview
Integrating HubSpot with Apollo enables you to access and keep your data synchronized within both platforms.
Before you integrate HubSpot with Apollo though, there are several important details to remember that can help you streamline the setup process and reduce the risk of unnecessary errors when integrating HubSpot.
There are two versions of the integration. You can decide which to use when you integrate HubSpot with Apollo.
| HubSpot CRM | This integration enables a bi-directional sync between HubSpot and Apollo. You can push and pull contacts, accounts, and deals, as well as push activities to HubSpot, which includes records of calls, emails, meetings, tasks, and notes made in Apollo. |
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| HubSpot Data Enrichment | This integration is enrichment-only. Use Apollo's database to enrich existing HubSpot records. This integration doesn't include full two-way sync or record push for contacts, accounts, deals, or activities. To sync or push data, use HubSpot CRM instead. |
Check out the following sections to learn more about the HubSpot integration on Apollo.
How It Works
Once you connect HubSpot CRM to Apollo, the integration keeps your data aligned by continuously pulling and pushing records between both platforms.
- Timing: Most push and pull syncs for contacts and companies complete within 15-30 minutes after you create or update a record, especially for small batches. However, large bulk syncs or the initial sync can take longer. Additionally, deals and activities can take longer to fully appear, and depending on volume and HubSpot API limits, may take up to 24 hours to complete.
- Pulling from HubSpot: Apollo automatically pulls contacts, accounts, and deals from HubSpot on a recurring basis. This ensures your team can see existing CRM records while prospecting in Apollo and helps prevent your team from accidentally prospecting records that already exist in HubSpot.
- Pushing to HubSpot: Push settings control how Apollo sends data back to HubSpot. You can choose when to push contacts, accounts, deals, and emails based on specific conditions, such as stage, email verification status, or custom field criteria. Apollo also pushes updates to existing records automatically when changes occur. Bulk and manual push is also supported, so you can select multiple contacts, accounts, or deals and push them to HubSpot. For large selections, the push runs in the background.
- Activities: In addition to CRM records, Apollo can push activity data to HubSpot. This includes emails, tasks, notes, meeting summaries from conversations, and phone calls created in Apollo. Activity sync is controlled separately in push settings and requires the related contact, account, or deal to exist in HubSpot.
- Data mapping: Field and stage mapping define how data is structured between both systems. Mapping ensures that values from Apollo match the correct properties in HubSpot, while data writing rules determine whether Apollo fills empty fields or overwrites existing values in HubSpot. Together, sync settings and field mapping allow Apollo to mirror your HubSpot data while giving you control over what data updates and when.
Get Started
- Connect the integration: Connect HubSpot in Apollo via integrations. Choose between HubSpot CRM for full sync or HubSpot Data Enrichment for enrichment only.
- Data mapping: If you use the HubSpot CRM version of the integration, first map the fields and stages in Apollo to the fields in HubSpot so everything flows correctly. You can also set data writing rules so you can take full advantage of Apollo CRM enrichment and share updated Apollo data with HubSpot.
- Sync settings: Next, configure sync settings to determine when data flows between HubSpot and Apollo.
For paid Apollo plans, after you enable the HubSpot integration there's a 6-hour window of time to configure sync settings and map fields. This gives your team room to properly configure the integration. During this time, you can't manually pull records. After six hours, syncing is automatically enabled.
Missed the window? You can still adjust sync settings at any time. Go to Settings > Integrations >
HubSpot to review or update sync settings. Records already imported aren't automatically re-pulled if you tighten conditions. Instead, use Pull all to re-pull with new settings.
Avoid Duplicate Records
When you integrate HubSpot, Apollo mirrors the data in HubSpot. If you have duplicate contacts or accounts in HubSpot, these duplicates reflect in Apollo, too. To avoid duplicate records, clean and deduplicate your HubSpot instance before you integrate with Apollo.
If Apollo pulls a duplicate from HubSpot, Apollo displays Potential duplicate on the contact or account and in the activity log.
When you manually create a duplicate record in HubSpot, Apollo automatically creates the same record. Likewise, if you enable the HubSpot push settings and create a duplicate record in Apollo, HubSpot creates the same record within HubSpot.
Apollo doesn't automatically delete or merge duplicates that you manually create. If you decide to delete or merge any of these records, you must manually merge or delete them.
When Apollo pulls companies from HubSpot, it matches each HubSpot company to an existing Apollo account using the following order:
- HubSpot Company ID: If an Apollo account is already linked to a HubSpot company, Apollo updates that account with the pulled data, including any custom fields.
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Domain: If no Apollo account is linked by company ID, Apollo looks for an account with an exact matching domain. The domain comes from the HubSpot company's website or domain field, with protocol and path removed. Subdomains are treated as different domains, so
corporate.sumware.comandsumware.comdon't match. - Name: If neither a company ID nor a domain match is found, Apollo matches by company name.
When no match is found, Apollo creates a new account and applies the pulled data, including custom fields, to that new account. In this case, the account you expected may not receive the update.
To troubleshoot:
- Search in Apollo for the company name or domain to check if a duplicate account exists.
- Update the HubSpot company's website or domain field so it exactly matches the intended Apollo account domain, then re-pull or wait for the next sync.
- Confirm the field is mapped in Settings > Integrations > HubSpot > Accounts > Field mapping.
- If a duplicate account was created, merge it with the correct account in Apollo after fixing the domain.
View Errors
Use the HubSpot integration error log to view and resolve sync problems. The error log displays errors that Apollo receives when pushing information to HubSpot. These errors are HubSpot responses that usually indicate a restriction from HubSpot, such as hitting a custom validation rule or rate limits for your connected instance. Check out some frequently asked questions about sync errors.
FAQs
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Frequently asked questions |
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| What data can I sync with HubSpot? | How does contact or account ownership work when pushing records to HubSpot? | Why are my activities not syncing to HubSpot? |
| How does push vs pull work for HubSpot? | What do common HubSpot sync errors mean? | Does Apollo control HubSpot marketing contact status? |
Check out Configure HubSpot Sync Settings for answers to more FAQs.
What data can I sync with HubSpot?
It depends on which HubSpot integration you use.
With HubSpot CRM, Apollo can sync contacts, accounts, and deals between both platforms. Apollo also pushes activities - such as emails, calls, meetings, tasks, and notes - from Apollo to HubSpot.
Apollo pushes and pulls data using contacts and companies, not leads. Apollo doesn't support HubSpot leads, lead progression stages, or other leads-specific properties. You won't see the Leads object or related properties when configuring the integration on Apollo.
With HubSpot Data Enrichment, Apollo only enriches existing HubSpot records. This version doesn't support syncing or pushing contacts, accounts, deals, or activities.
How does contact or account ownership work when pushing records to HubSpot?
When you push contacts or accounts to HubSpot, ownership depends on whether the user pushing the record has linked their personal HubSpot credentials in Apollo. For single-record pushes, ownership can be based on the pushing user's linked HubSpot account. For bulk pushes, ownership may also depend on your team's authentication setup.
If your team uses team sync authentication, one user acts as the primary connection between Apollo and HubSpot. Because HubSpot permissions can vary by object and field, the authenticated user must have the appropriate read and write permissions for everything your team syncs.
Why are my activities not syncing to HubSpot?
Activities may not sync if the related sync settings aren't enabled or if the related records haven't been pushed first. To sync activities to HubSpot, you need to enable the specific activity types you want to push, such as emails, tasks, notes, meeting summaries, or phone calls.
For activity sync to work reliably, make sure you also push the related contacts, accounts, or deals. Apollo recommends pushing the related contacts, accounts, or deals first, because activity sync can fail if the associated records don't exist in HubSpot. For meeting summaries specifically, you must also enable and use deals in Apollo because Apollo pushes meeting summaries as an activity or note to an associated deal in HubSpot.
If email activities still don't sync, check whether exclusion filters are blocking them, or whether the sender or recipient doesn't exist in HubSpot and the setting to push those emails isn't enabled.
How does push vs pull work for HubSpot?
Push sends data from Apollo to HubSpot when rules are met. Pull imports data from HubSpot into Apollo.
What do common HubSpot sync errors mean?
Here are common errors and how to resolve them:
account_upsert_failed |
This typically indicates an industry field mapping type mismatch between Apollo and HubSpot. Solution:
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Authorization failed |
This typically indicates you, or the user who connected the integration, don't have sufficient permission to perform the action on HubSpot.
Solution: Update your permissions in HubSpot, or reconnect the integration using an account with full permissions. |
Property values were not valid
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This error commonly occurs when syncing the industry field between Apollo and HubSpot. If HubSpot uses a dropdown property, it requires exact matches to its internal values, including case and spelling. If Apollo sends a value that doesn't match, HubSpot rejects it. Solution: Use one of the following approaches:
For step-by-step mapping instructions, see Configure HubSpot Data mapping. |
Does Apollo control HubSpot marketing contact status?
No, Apollo doesn't set or manage marketing contact status in HubSpot.
Apollo syncs contact and account data, but HubSpot controls how contacts are classified, including marketing contact status.
If you need to manage marketing contact designation, for example for GDPR compliance or billing, configure this directly in HubSpot settings.
Next Steps
Here are some helpful resources to guide you in setting up the integration:
| Integrate HubSpot with Apollo | Set up the HubSpot integration to get started syncing your CRM records with Apollo. |
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| Configure HubSpot Sync Settings | Set up your HubSpot sync settings for more control over data flow. |
| Configure HubSpot Data Mapping | Configure data mapping rules for the HubSpot integration so fields sync just how your team needs. |
| Follow Recommended Default Field Mapping | Consider mapping Apollo's recommended fields to your CRM so you don't hit data discrepancies—you'll thank yourself later when syncs run cleanly. |