Important Information About the Apollo-HubSpot Integration

Article author
Brandan Blevins
Updated

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.

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Understand HubSpot Pull Settings

Apollo must always pull your contacts and accounts from HubSpot. This allows Apollo to remove any matches from the Apollo database. It also prevents your team from accidentally prospecting records in Apollo that already exist in HubSpot.

You can also manually pull contacts and accounts from HubSpot at any time.

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Understand HubSpot Push Settings

HubSpot Push Settings

Push settings relate to how Apollo pushes data from Apollo into your HubSpot instance. Unlike the pull settings, you can enable or disable HubSpot push settings.

You can choose whether to sync all your Apollo-sourced records with HubSpot. However, Apollo always syncs all HubSpot-sourced records with Apollo.

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Avoid Duplicate Records

There are several key duplication rules to keep in mind before connecting HubSpot.

When you integrate HubSpot, Apollo mirrors the data in your HubSpot instance. If you have duplicate contacts or accounts in HubSpot, these same duplicates reflect in Apollo too. To avoid duplicate records post-sync, clean and deduplicate your HubSpot instance before you integrate the 2 platforms.

If Apollo pulls a duplicate from HubSpot, Apollo displays a potential duplicate message on the contact's or account's profile page to notify you. You can also identify the record creation source from the activity log.

Duplicate contact message.

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 your HubSpot instance.

Apollo does not automatically delete or merge the duplicates that you manually create. If you decide to delete or merge any of these records, you must do so manually.

 
I've Already Got Duplicates!

As much as you try, you might still have duplicate records in Apollo. To delete or merge duplicate records in Apollo, refer to Configure HubSpot Basic Settings.

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Map Fields

Autofill and Auto Overwrite

If you decide to enable autofill or auto overwrite for mapped fields, keep the following in mind:

  • When you select Autofill, Apollo automatically uses information within the Apollo database to fill in the field from HubSpot. This only happens if a field is empty and Apollo has relevant information available.
  • When you select Auto Overwrite, Apollo automatically overwrites the existing information in the field from HubSpot with the information within Apollo. This only happens if the information differs between the 2 platforms and Apollo has relevant information available.

Autofill and auto overwrite only run when Apollo pulls information from HubSpot.

 
Manual Has the Last Word

Manual actions always take precedence. If you manually enrich a field from the CRM Enrichment page, Apollo pushes that update even if you have disabled the autofill or auto overwrite setting for the field.

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View Errors

Leverage the HubSpot error log in Apollo to view any sync errors that Apollo receives from your HubSpot instance.

The error log only displays errors that Apollo receives when pushing information to HubSpot. These errors are responses from HubSpot, and they usually indicate a restriction on HubSpot's side, such as hitting a custom validation rule or rate limits for your connected instance.

View the error log for the HubSpot integration.

 
Ready to Rock 'n' Roll!

Now that you know more about how the Apollo-HubSpot integration works, you are ready to set up the integration! Start by following the steps in Connect Apollo to Your HubSpot Account.

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