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.
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.
Understand HubSpot Pull Settings
Apollo must always pull 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.
Understand HubSpot Push Settings
Push settings relate to how Apollo pushes data from Apollo into your HubSpot instance. Unlike the pull settings, you can choose whether or not to enable HubSpot push settings and configure records from specific stages to push back to HubSpot.
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.
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.
Map Fields and Configure Data Writing Rules
In order for HubSpot and Apollo to sync properly, you need to map your contact and account fields to the fields in HubSpot. You should also configure whether Apollo can auto-fill or overwrite the data in your CRM fields.
Check out Configure HubSpot Data Mapping for more information about mapping fields and setting data writing rules for HubSpot.
To avoid errors, your HubSpot admin 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 picklist values in HubSpot so that the fields match in Apollo.
If you decide to allow Apollo to auto-fill or overwrite mapped HubSpot fields, keep the following in mind:
- When you set a field to 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 set a field to 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.
Manual actions always take precedence. If you manually enrich a field during CRM enrichment, Apollo pushes that update even if you have disabled the autofill or auto overwrite setting for the field.
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.
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.
Auto-map Deal Stages
When you integrate HubSpot with Apollo, 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.