I've just set up the integration with HubSpot. Why don't I see my existing deals?
Deals that already existed in HubSpot before the integration was set up will not sync automatically. To trigger the sync, the deal must be moved to a HubSpot stage that is mapped to Productive in the integration settings. For example, if you've mapped Stage 1 and Stage 2 with Productive, and your deal is in Stage 1 before the integration is set up, it will not appear in Productive until you move it to Stage 2.
Deals that were created manually in Productive do not sync with HubSpot, even if they are later created or updated in HubSpot.
What happens if I manually edit a synced deal in Productive?
If you manually change certain attributes of a deal that was synced from HubSpot, you’ll see a warning: “The deal is synced from an external tool. Editing the deal will remove the link with the external tool. Continue?”
If you confirm, the sync will be permanently disabled for that deal and future changes in HubSpot will no longer reflect in Productive.
The exception is changing the deal stage when Sync updates both ways is selected. The sync stays in place.
What changes break the HubSpot sync?
Some changes made in Productive will permanently break the sync with the deal in HubSpot. Once broken, updates to the deal in HubSpot will no longer reflect in Productive for that deal.
Click here to see what breaks the sync
Click here to see what breaks the sync
Changes made in Productive that break the sync:
Pipeline stage or status (open, lost, won) change, unless Sync updates both ways is selected
Status (open, lost, won) change
Deal name change
Changing the associated company
Currency change
Adding or deleting billable services
Changing quantity, price, discount, or markup fields on billable services
Changing the billing type of a service to or from non-billable
Updating the deal's probability percentage
Changes that do not break the sync:
Posting comments or adding to-dos
Changing the subsidiary
Adding tags
Updating the tax rate or PO number
Changing the deal date
Adding a project
(unless it’s tied to a different company)Adding a contact or editing a company from Client details (sidebar)
Changing or adding deal custom fields
Changing the deal owner
Adjusting deal settings in the Settings tab (sidebar)
Any changes to non-billable services
Changing service type, unit, tracking options, or estimate fields on billable services
Renaming, adding, or reorganizing service sections
Moving services between service sections
Changing the pipeline stage or status (open, lost, won) when Sync updates both ways is selected
📌 Tags are being phased out for new organizations. To organize and filter items, use Custom Fields instead — they offer the same functionality with greater flexibility.
Why did my deal’s probability change again after I moved it to a new stage?
HubSpot stays the source of truth for deal probability. With Sync updates both ways, if the Productive stage and the HubSpot stage it’s mapped to 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.
If I delete a synced deal in Productive, will it be recreated from HubSpot?
No. Once you delete a synced deal in Productive, it will not be recreated, even if you later make a change in HubSpot to trigger a sync.
What happens if a HubSpot deal has multiple companies assigned to it?
Because Productive has a limitation of only one company per deal, only the primary company will be synced.
What happens if a HubSpot deal has multiple contacts assigned to it?
Only one contact is synced. Because HubSpot doesn't mark any contact as primary, Productive uses the first contact HubSpot returns for the deal. That contact is linked to its own company from HubSpot, not necessarily to the deal's primary company.
What happens if the primary company on a HubSpot deal already exists in Productive?
If the existing company in Productive was synced from HubSpot, Productive would not create a new one but use the existing one instead.
If the existing company was not synced from HubSpot (e.g. it was previously created in Productive), Productive will detect the existing company and match the deal to it, instead of creating the duplicate.
Why didn’t my company’s address sync from HubSpot?
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. To sync the address, add the country to the company in HubSpot.
What happens if a contact on a HubSpot deal already exists in Productive?
If the existing contact in Productive has the same email address as the contact synced from HubSpot, Productive will not create a new one but use the existing one instead. If the existing and the new contacts don't have matching email addresses, Productive will not be able to detect the duplicate and will create a new one.
Is the deal owner field in HubSpot synced to Productive?
Deal owners from HubSpot are assigned as 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.
What happens if the deal owner is updated in Productive?
Updating the deal owner in Productive does not break the sync. The deal stays linked to HubSpot, and future changes made in HubSpot will continue to reflect in Productive.
Note that HubSpot remains the source of truth: if the owner changes on the HubSpot side later, that value will sync over and overwrite the one in Productive.
Can I connect multiple HubSpot accounts to Productive?
No, only one HubSpot integration is allowed at a time, even if you manage multiple subsidiaries or HubSpot accounts.
Why does HubSpot ask me to contact my super admin when I connect HubSpot?
Only a HubSpot Super Admin can connect or reconnect HubSpot to turn on two-way Sync updates. Otherwise, HubSpot shows: “Please reach out to your account super admin to add the app’s permissions in your account’s app governance settings.”
Ask your HubSpot Super Admin to connect or reconnect from Settings > App Marketplace > HubSpot in Productive.
If I delete the integration, will the synchronized companies also be deleted?
No, nothing will be deleted. The data will remain in Productive, but no further syncing will occur.