Once the HubSpot integration is set up, deals that reach a mapped HubSpot stage are created in Productive, along with their company and contact. This article explains what syncs, how later updates carry over, and which changes made in Productive break the sync.
👉 To connect HubSpot and map your pipeline stages, see HubSpot Integration. For answers to common questions, see the HubSpot FAQ.
HubSpot integration is available on the Ultimate subscription plan.
Deal Information
When a deal reaches one of the HubSpot stages selected in the integration settings, a deal will be created in the matching Productive stage.
The deal attributes will be copied to Productive as follows:
HubSpot Deal Attribute | Productive Deal Attribute |
Deal Name | Deal Name |
Deal probability | Deal probability |
Currency | Currency |
Deal Stage | Deal stage (as mapped in the integration settings) |
Line Items | Services |
Notes | Notes (in the deal's Activity tab) |
After a deal is synced, moving it to another stage in HubSpot moves it in Productive too, as long as:
Sync updates both ways or Sync updates from HubSpot is selected under Deal updates
The new HubSpot stage is mapped to a Productive stage
Each deal synced from HubSpot will be marked with the sync icon. You can see this icon in the CRM > Deals.
Important: If a deal with the sync indicator is modified in Productive, the sync will be broken, and no future updates will be synced from HubSpot. The only exception is changing the deal stage when Sync updates both ways is selected.
Syncing Line Items from HubSpot
When syncing deals from HubSpot, each line item on a deal is imported as a separate service in Productive.
Key Details
Line items: Each line item from HubSpot is synced as a separate service in the Productive deal.
Subscription-Based Line Items in HubSpot: Recurring line items in HubSpot (e.g., $100/month for 12 months) are imported into Productive as a single total line item (e.g., $1200).
Billing type: Defaults to Fixed but can be updated to Time and Materials or Non-billable.
📌 Important: The billing type can be changed after the sync. Changing between billable types (Fixed to Time and Materials) will not break the sync. Changing from a billable type to Non-billable, or vice versa, will break the sync. The same applies when adding new services — adding a non-billable service will not break the sync, while adding a billable service will.
Tracking unit: Defaults to Piece, but can be updated accordingly. Change to Hour or Day for time tracking or bookings. Keep Piece for expense logging.
Tracking settings: Adjusted based on the deal’s stage in Productive. Tracking time, logging expenses or creating bookings against the services in the deal will be dictated by the deal pipeline stage settings.
Service type: This must be added manually to Productive after syncing.
Service types do not exist in HubSpot, so they won't be created in the deal in Productive automatically. Adding a service type to a synced deal will not break the sync.
Important: If the total deal amount in HubSpot is manually adjusted (does not match the sum of line items), this change will not sync. Productive always calculates the total based on line items.
Syncing Notes from HubSpot
Notes from HubSpot are automatically pulled into the Notes sub-tab of the deal's Activity tab. This sync includes the creation, editing, and deletion of notes using webhooks.
📌 Avatar & Name Visibility in Notes: The avatar and name of the person who created the note will be shown if they are a user in Productive.
If that person isn't in Productive, the note will still appear, but it will show a default Productive avatar.
📌 Viewing Images in Synced Notes: When notes sync from HubSpot, Productive brings in their HTML content. Because images stay hosted on HubSpot, users will need to be logged in to HubSpot to see them in Productive.
Company Information
When a deal is copied to Productive, the primary company will also be created in Productive.
The primary company on a HubSpot deal is created in Productive and assigned to that deal. The company attributes will be copied to Productive as follows:
HubSpot Company Attribute | Productive Company Attribute |
Company name | Company name |
Address | Address (Company info) |
Website URL | Website (Company info) |
Phone number | Phone (Company info) |
Each company synced from HubSpot will be marked with the sync icon. You can see this icon in the CRM > Companies.
📌 Address requires a country. The company address syncs only if the company has Country/Region filled in HubSpot. If it’s empty, the website and phone number still sync, but the address doesn’t.
Important: If a company with the sync indicator is modified in Productive, the sync will be broken and no future company updates will be synced from HubSpot.
Contact Information
Only one contact is synced per deal. HubSpot doesn't mark any contact as primary, so when a deal has several contacts, Productive uses the first one HubSpot returns.
The contact is linked to its own company from HubSpot, which isn't necessarily the deal's primary company. The contact attributes will be copied to Productive as follows:
HubSpot Contact Attribute | Productive Contact Attribute |
First name | First name |
Last name | Last name |
Company | Company |
Job title | Job title |
Email (Contact info) | |
Phone number | Phone (Contact info) |
Mobile phone number | Phone (Contact info) |
Address | Address (Contact info) |
Each contact synced from HubSpot will be marked with the sync icon. You can see this icon in the CRM > Contacts.
Important: If a contact with the sync indicator is modified in Productive, the sync will be broken and no future contact updates will be synced from HubSpot.
Synced Deals
Each deal synced from HubSpot will be marked with the sync icon 🔄. You can see this icon both in the deals list view and in the deal details.
The sync icon indicates that updates made to the corresponding deal in HubSpot will automatically reflect in Productive.
This includes updates to:
Contact or Company name
Contact or Company Email
Contact Phone number
Contact or Company Address or other contact information
Contact Job title
Contact or Company Website
Deal Stage
Deal Line Items
Deal Notes
Deal Name
Deal Probability
Deal Currency
Exception
Due to a limitation in HubSpot, if you add a previously set-up contact or company to an existing deal in HubSpot, the update will not automatically sync to Productive.
Workaround
You can still force the update to sync by changing the deal stage in HubSpot to one that triggers the sync, and then returning it to the original stage if needed. Additionally, any changes to the contact or company name will sync as expected.
Stage Changes Made in Productive
With Sync updates both ways selected, moving a synced deal to a mapped stage in Productive also moves it to the matching stage in HubSpot, and the sync keeps working. If you move it to a stage that isn’t mapped, the change stays in Productive and the sync still keeps working.
Only stage changes are sent to HubSpot. Other changes you make to a synced deal in Productive aren’t sent to HubSpot, and the ones that break the sync still do.
With Sync updates from HubSpot, changing a deal’s stage in Productive breaks the sync.
📌 HubSpot stays the source of truth for deal probability. If two mapped stages have different probabilities, the deal ends up with the HubSpot one. For example, your Productive stage has a 30% probability and is mapped to a HubSpot stage with 50%. When you move the deal to that stage in Productive, its probability changes to 30%, then updates to 50% once HubSpot applies its stage.