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.
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.
Understand 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.
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.
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.
Remove Duplicate Records
If duplicate records have already been synced from HubSpot to Apollo, you have 2 options for removing them:
- Delete: Delete the duplicate records in both Apollo and HubSpot. If you only delete records in HubSpot, Apollo will no longer sync with them, but the records will still exist in Apollo.
- Merge: Merge the duplicate records in both Apollo and HubSpot. If you only merge records in HubSpot, Apollo does not sync the changes. If you merge a duplicate in Apollo, Apollo will only sync information for the remaining record with HubSpot.
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 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.
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.
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 the Connect Apollo to Your HubSpot Account article.