HubSpot
Salesforce integration.

HubSpot's help center lists these record pairs. Some need a higher HubSpot tier.

Records don't all sync on day one. HubSpot syncs them through an import or as sync triggers fire. Removing a lead or contact from a Salesforce campaign does not trigger a sync.

• HubSpot: a Marketing, Sales, Service, Data, Content or Smart CRM Hub subscription at Professional or Enterprise, and Account Access permission.
• Salesforce: an edition with API access, or Professional. HubSpot says the integration does not support Group Edition.
• A Salesforce system administrator to install it, with API Enabled, View Setup and Configuration, Modify All on the synced objects, Download AppExchange Packages and Customize Application.
• API headroom. HubSpot says a single contact sync can take up to four API calls per record, counted against your daily Salesforce limit.
• One Salesforce instance per HubSpot account. Several HubSpot accounts need separate installations.
• Login IP restrictions. HubSpot uses dynamic IPs, so it suggests a network IP range in Salesforce rather than an allowlist.

HubSpot's older Visualforce package is being deprecated; HubSpot recommends removing it and using HubSpot Embed instead.

1. Check both subscriptions. HubSpot needs a Professional or Enterprise hub subscription; Salesforce needs an edition with API access, or Professional (not Group Edition).
2. Install as a Salesforce system administrator with API Enabled, View Setup and Configuration, Modify All on the synced objects, Download AppExchange Packages and Customize Application.
3. Allow HubSpot's connection. If Salesforce restricts login IPs, set a network IP range rather than an allowlist, because HubSpot uses dynamic IPs.
4. Set field mappings and sync rules: which system wins for each field, and when new records create each other.
5. Turn on object sync for contacts, companies and deals (deal sync needs the Modify Metadata permission), then activities, and tickets on Professional or Enterprise.
6. Import existing records. Records sync through an import or as sync triggers fire, so start an import for the records already in each system.
7. Check API usage. A single contact sync can take up to four API calls per record against your daily Salesforce limit.

With an inclusion list. HubSpot's settings page calls it the inclusion segment: only contacts in that segment sync from HubSpot to Salesforce. If no segment is selected, every HubSpot contact syncs to Salesforce. That is rarely what a sales team wants, because newsletter subscribers, students and job seekers then arrive in Salesforce as leads.

You set it in the integration's contact sync rules, under Limiting What Syncs:

1. Open the Salesforce integration settings in HubSpot and go to the contact sync rules.
2. Under Limiting What Syncs, pick an existing segment from the dropdown, or click Create inclusion list to build one in the segments tool.
3. Use an active segment, so contacts join or leave the inclusion list as their properties change. HubSpot says an existing active segment keeps the setting up to date automatically.
4. Base the segment on the hand-off rule your teams agree, such as lifecycle stage, lead score or a set of form submissions.

The inclusion list only filters the HubSpot to Salesforce direction. HubSpot says that if new Salesforce leads or contacts are set to create HubSpot contacts, a HubSpot contact is still created or deduplicated even when it is not in the inclusion segment; later updates from either system then do not sync. HubSpot also notes that contacts outside the inclusion segment keep every property except email blank after an import. Agree the segment rules with sales and marketing before the first import.

Each field mapping has a sync rule that decides which system wins. HubSpot's mapping guide lists four:

Field types must be compatible: a HubSpot dropdown maps to a Salesforce picklist, multiple checkboxes to a multipicklist, a number to a double or integer, and a date picker to a date or datetime. Avoid mapping one HubSpot property to several Salesforce fields, which HubSpot warns can overwrite values or cause sync loops. Values already in a new mapping do not sync retroactively, and Salesforce reference fields arrive in HubSpot as 18-digit record IDs, not labels.

Most sync problems trace back to a limit nobody sized. These are the ones HubSpot's own help pages state:

HubSpot shows API calls used and remaining over the last 24 hours on the Sync Health tab. Check it in the first week after launch, and again after any import, resync or new mapping.

Keep both when marketing runs in HubSpot and sales in Salesforce. Migrate when you are paying for two CRMs to do one job; our guide to HubSpot vs Salesforce: pricing and how to choose sets out the trade-offs. Our Salesforce integration services cover either route; to talk it through, book a discovery call.