HubSpot Integration Guide

Version: 1.0
Last Updated: 2025-10-25
Integration Type: CRM & Marketing
Authentication: OAuth 2.0

Overview

HubSpot is a popular CRM and marketing automation platform. Integrating HubSpot with your accounting, project management, and other systems eliminates duplicate data entry and automates your entire customer lifecycle.

What HubSpot Integration Enables

Automatic Lead Capture and Follow-up

• Website form submission → HubSpot contact created → Follow-up sequence begins
• Email inquiry → Contact created → Assigned to sales rep → Reminder scheduled
• Phone call logged → Activity recorded → Next steps automated

Deal Won to Invoice Automation

• Deal marked “won” in HubSpot → Invoice created in Xero → Project created in Asana → Welcome email sent
• Single action triggers entire customer onboarding

Contact Data Synchronization

• Customer details entered once → Updated everywhere (accounting, project management, email)
• No more “which system has the correct email?”

Reporting and Analytics

• Sales pipeline visibility
• Marketing campaign performance
• Customer lifecycle metrics
• Revenue forecasting

Common Workflows

Lead to Customer Journey

1. Lead captured (website, phone, email) → HubSpot contact created
2. Lead qualified → Moved to “Qualified” stage → Assigned to sales rep
3. Deal created → Follow-up tasks auto-generated
4. Deal won → Invoice + Project + Welcome email (all automatic)
5. Customer onboarded → Lifecycle stage updated

Customer Communication Automation

1. Deal milestone reached → Customer update email sent
2. Invoice sent → Email notification with payment link
3. Payment overdue → Reminder sequence from HubSpot
4. Project complete → Feedback request + Review request

Sales Team Efficiency

1. No activity in 7 days → Reminder to sales rep
2. Deal stuck in stage > 30 days → Manager notification
3. High-value deal → Auto-create tasks for approval process
4. Lost deal → Competitor info captured → Learn for next time

Workflow Example

Scenario: Architecture firm winning new client

Before automation (15 hours total):

• Sales rep enters client details in HubSpot (30 min)
• Admin creates same client in Xero (30 min)
• Admin creates engagement letter (1 hour)
• Project Manager creates project in Asana (1 hour)
• Various people send welcome emails (30 min)
• Setup time: 3.5 hours
• Plus ongoing coordination and updates (2 hours/week × 6 weeks = 12 hours)
• Total: 15.5 hours for onboarding

After automation (2 hours total):

• Sales rep marks deal “won” in HubSpot (2 minutes)
• Everything else happens automatically:
  • Client created in Xero with correct details
  • Engagement letter generated and sent
  • Project created in Asana with tasks assigned
  • Welcome email sent with next steps
  • Team notified
  • Kickoff meeting scheduled
• Project Manager reviews and adjusts (2 hours over project)
• Total: 2 hours
• Time saved: 13.5 hours = $1,350 per client

ROI: At 20 new clients/year, saves $27,000/year. Investment: $11,000. Payback: 5 months

Setup Requirements

HubSpot Plan Requirements:

• Free: Basic CRM features, limited automation
• Starter ($20-50/month): More contacts, basic workflows
• Professional ($800/month): Advanced automation, recommended for serious use
• Enterprise ($3,200/month): Advanced features, large organizations

Recommendation: Professional plan for businesses serious about automation

OAuth Connection: Similar to Xero, you grant permission via HubSpot login. Takes 2-3 minutes.

Common Integrations

HubSpot + Xero:

• Deal won → Invoice created
• Contact updates synced bidirectionally
• Payment received → Deal stage updated

HubSpot + Asana:

• Deal won → Project created with tasks
• Project milestones → Customer update emails from HubSpot
• Project complete → Update HubSpot, request feedback

HubSpot + Email/Calendar:

• Meeting booked → Calendar event + Reminder emails
• Email received → Logged in HubSpot automatically
• Task due → Reminder email sent

Best Practices

1. Clean Data First: Deduplicate contacts before connecting
2. Define Stages Clearly: Sales pipeline stages should match your process
3. Lifecycle Stages: Use HubSpot’s lifecycle stages (Lead, MQL, SQL, Customer, Evangelist)
4. Custom Properties: Define custom fields for your industry (legal: matter type, construction: job type, etc.)
5. Deal Pipelines: Separate pipelines for different business lines if needed

Support

Documentation: This guide + workflow diagrams + video tutorials
Implementation: Included in Complete or Enterprise packages
Additional Workflows: $1,000-$2,000 each or included in monthly management

Contact: hello@zixly.dev or 0412 345 678

Document Version: 1.0
Last Updated: 2025-10-25
Owner: Zixly Technical Architecture