If you are using HubSpot for marketing and sales, you can integrate it with Productive to have your deals, companies, and contacts synced with Productive.
HubSpot integration is available on the Ultimate subscription plan.
Setting Up the Integration
Log in to HubSpot.
In Productive, navigate to Settings > App Marketplace and select HubSpot.
Click Connect App and follow the setup prompts to configure the integration:
Default subsidiary: Assigns all synced deals to this subsidiary.
Fallback deal owner: Used if the HubSpot deal owner doesn’t exist or can’t be matched in Productive.
Default client company: Applied when a HubSpot deal has no assigned company.
Default template: Sets a PDF proposal template for all synced deals.
Important Note on Subsidiaries
Only one HubSpot integration is allowed at a time, regardless of how many subsidiaries or HubSpot accounts you manage.
Deal Ownership Updates (Click to Expand)
Deal Ownership Updates (Click to Expand)
Previously, all synced deals from HubSpot had the same default owner as set in the integration settings.
With the update released in April 2024, deal owners from HubSpot are now assigned matching deal owners in Productive, provided certain conditions are met:
HubSpot deal needs to have an owner.
A user with the same email address needs to exist in Productive.
The Productive user has permission to create and view said deals.
If a deal without an owner is synced from HubSpot to Productive, Productive will assign the Fallback owner set in integration settings.
Due to HubSpot limitations, existing integrations must be disconnected and reconnected before this change can be applied.
Mapping Pipeline Stages
Next, you will need to map the stages of the HubSpot sales pipeline to the Productive sales pipeline.
By doing this, you will define when a deal from HubSpot should be added to Productive and to which stage. In other words, this will be the trigger for your sync!
"Don't sync deal updates": this checkbox will disable deal stage changes to be synced to Productive.
What is Synced from HubSpot
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 |
Amount | Budget total |
Deal Stage | Deal stage (as mapped in the integration settings) |
Line Items | Services |
Notes | Comments (in the deal Feed) |
The Deal stage will be updated in Productive only if:
Don't sync deal updates checkbox is not ticked
The deal is moved to a HubSpot stage that 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.
Syncing Line Items from HubSpot (Beta)
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.
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. However, adding them to the deal in Productive will break the link between HubSpot and Productive.
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 Deal Feed in Productive. This sync includes the creation, editing, and deletion of notes using webhooks.
📌 Avatar & Name Visibility in the Feed: 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.
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.
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
All contacts on a HubSpot deal will be created in Productive as contacts. 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
Deal Amount
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.
Tip: Ensuring Your HubSpot Deals Sync with Productive
If you've recently set up the HubSpot integration but don't see your existing deals in Productive, here's what you need to know:
Only new deals created after the integration setup will sync automatically.
Existing deals require an update in HubSpot to trigger the sync.
To sync deals created before the integration:
Open the deals in HubSpot that need syncing.
Make any updates to these deals (e.g., move them out of their current stage and back to the stage that triggers the sync).
This will trigger a sync, and the updated deals will appear in Productive.
For more FAQs on HubSpot, click here.