Important Information about the HubSpot Integration

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.

HubSpot Sync Settings

With the HubSpot integration, your sync settings determine how Apollo and HubSpot share data between both platforms.

Window of Opportunity

Did you know? 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 time to properly configure the integration. During this time, you can't manually pull records. After 6 hours, syncing is automatically enabled.

Pull Settings

Apollo always pulls your contacts, accounts, and deals 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.

Push Settings

Push settings determine how Apollo pushes data from Apollo to HubSpot. Unlike pull settings, you can choose whether to enable push settings for HubSpot.

When Push Comes to Shove

If push filters are enabled and require a selected email status, contacts without an email address in Apollo won't sync to HubSpot. Otherwise, you can push contacts to HubSpot without an email address.

Duplicate Records

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

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 a potential duplicate message 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.

Map Fields and Stages

Fields

In order for HubSpot and Apollo to sync correctly, you need to map your contact and account fields to the fields in HubSpot and configure whether Apollo overwrites or auto-fills the data in your CRM fields.

HubSpot Harmony

To avoid errors, admin on HubSpot should either create a custom HubSpot property for Apollo industries, or edit the default HubSpot property for industries. Next, paste all of Apollo's industries as a single-line text value in HubSpot so that the fields match in Apollo.

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 platforms and Apollo has relevant information available.

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

Manual Mode

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

Stages

When you integrate HubSpot with Apollo, you can auto-map stages for contacts or accounts — or manually map them individually.

Apollo uses the opportunity stages from HubSpot for deals and automatically deactivates the creation of new deal stages in Apollo. Check out Configure HubSpot Data Mapping to map fields to deals.

View Errors

Leverage the HubSpot integration error log on Apollo to view sync problems received from HubSpot. The error log only 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.

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.
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.