Struggling to keep all your business apps talking to each other? You’re in for a treat because when you integrate Zapier with HubSpot, you unlock a superpower that makes your entire workflow smoother, faster, and way more efficient. Trust me, it’s a must for anyone looking to ditch manual data entry and focus on what truly matters: growing their business.

world, whether you’re handling marketing, sales, customer service, or operations, you’ve probably got a whole bunch of different tools in your tech stack. HubSpot is an absolute powerhouse for customer relationship management CRM, but its real magic shines when it’s connected with all those other apps. That’s where Zapier comes in, acting like this super-smart bridge between HubSpot and pretty much any other app you use. It lets you automate tasks, sync data effortlessly, and slash the manual effort from your day, all without needing to write a single line of code. We’re going to get into how this powerful duo can revolutionize your business operations, walk you through key actions, and even tackle some common questions. Get ready to transform your busy work into seamless automation!

Table of Contents

Why Even Bother? The Power of Zapier and HubSpot Together

If you’re wondering why you should even bother connecting HubSpot and Zapier, the benefits are huge. It’s not just about saving a few clicks here and there. it’s about transforming how your business runs.

Improved Efficiency: Picture this: no more manually moving data from one app to another. Zapier automates all those routine tasks, which means fewer errors and workflows that just fly. Businesses can significantly boost productivity while minimizing reliance on manual labor.
Enhanced Data Accuracy: When data automatically syncs, you dramatically cut down on data discrepancies. This means your HubSpot records are always up-to-date and reliable, giving you a clearer picture of your customers and leads.
Cost Savings: Who needs expensive custom development when you have a no-code tool like Zapier? You can set up complex integrations without hiring a developer, saving you money. Zapier even has a free option, making it accessible for businesses of all sizes.
Scalability: As your business grows, your workflows need to grow with it. Zapier makes it easy to scale your automations by adding more apps or expanding existing ones.
Better Team Collaboration: Imagine your sales, marketing, and customer service teams always being on the same page because their tools are talking to each other. Zapier helps keep everyone informed by integrating project management and communication tools.
Expanded HubSpot Capabilities: HubSpot is great, but Zapier connects it with over 7,000 other applications and counting!, pushing its functionality way further. This makes HubSpot incredibly versatile for all sorts of business needs.

Seriously, by combining the strengths of Zapier and HubSpot, you can craft robust automation workflows that significantly boost productivity and let your team focus on more strategic, impactful work.

How This Magic Happens: Triggers and Actions

At the heart of Zapier and HubSpot integration are “Zaps.” Think of a Zap as a blueprint for an automated workflow. Every Zap has two main parts: a Trigger and an Action.

Understanding Triggers: What Starts the Automation

A trigger is essentially the “when” of your automation. It’s an event in one app often HubSpot, in our case that kicks off the Zap. Zapier is constantly listening for this event to happen. Zoho vs HubSpot Marketing: Which Platform Wins for Your Business?

Here are some common HubSpot triggers you’ll likely use:

New Contact: This is a classic. When a new contact is added to HubSpot, it can trigger all sorts of follow-up actions.
New Deal: Great for sales teams! When a new deal is created in HubSpot, you can automatically create tasks or send notifications.
New Company: Similar to contacts, new company records can kick off specific workflows.
New Ticket: Perfect for customer service. When a new support ticket pops up, you can alert your team or log it in another system.
New Form Submission: This is super powerful. Anytime someone fills out a HubSpot form, you can grab that data and use it in other apps.
Contact Recently Created or Updated: This trigger is fantastic for keeping data fresh across all your systems.
Deal Property Change / New Ticket Property Change: If a specific property on a deal or ticket changes like the deal stage moving forward, this can be your trigger.
New Contact in List: When a contact gets added to a specific static list in HubSpot, your Zap can spring into action.
New Custom Object: Yes, Zapier now supports custom objects as triggers, which is a massive win for more tailored CRMs!

These triggers are the foundation for connecting HubSpot with a huge variety of other applications, letting you streamline operations and cut down on manual work.

Diving into Actions: What HubSpot Does

An action is the “do this” part of your automation. It’s the task that Zapier performs in response to your trigger event. In our context, this is often an action within HubSpot or an action in another app based on a HubSpot trigger.

Let’s look at some key actions that HubSpot can perform when it’s the action app, or actions you’d trigger in other apps using HubSpot data:

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Getting Started: Connecting HubSpot and Zapier

Ready to make your life a whole lot easier? Setting up the integration between HubSpot and Zapier is pretty straightforward. You don’t need to be a tech wizard, just follow these simple steps.

Step 1: Link Your Accounts

First things first, you need to connect HubSpot to your Zapier account.

Log into HubSpot: Head over to your HubSpot account. You’ll need “Super Admin” permissions to install Zapier.
Go to the App Marketplace: In the top navigation bar, click the Marketplace icon it looks like a shopping bag, then select “HubSpot Marketplace.”
Find Zapier: Use the search bar to look for “Zapier” and select it.
Install the App: Click “Install app.”
Connect to Zapier: You’ll be redirected to Zapier.com. Either log into your existing Zapier account or sign up for a new one. Grant Zapier permission to access your HubSpot data.

And just like that, your HubSpot account is successfully connected to Zapier!

Step 2: Build Your First Zap Walkthrough Example

Now that your accounts are linked, let’s create a simple, yet powerful Zap. How about automatically creating a new contact in HubSpot whenever someone fills out a form on your website even if it’s not a HubSpot form, but for this example, let’s assume it is, or imagine it’s a Typeform or Google Form!?

Initiate a New Zap: Go to your Zapier dashboard and click the “Create Zap” button or “Make a Zap” if you’re on an older interface.
Choose Your Trigger App & Event:
- Search for and select HubSpot as your trigger app.
- For the Trigger Event, select “New Form Submission.”
- Connect your HubSpot account if not already connected and pick the specific form you want to monitor.
- Test the Trigger: Zapier will pull in a recent submission from your selected form. This helps ensure everything is working correctly and gives you sample data to map later.
Choose Your Action App & Event:
- Now, click the plus sign to add an action step. Let’s say we want to add this new form submission data to a Google Sheet for easy tracking. So, search for and select “Google Sheets” as your action app.
- For the Action Event, choose “Create Spreadsheet Row.”
- Connect your Google Sheets account.
- Select the specific Google Sheet and worksheet where you want the data to go.
Map the Data: This is where you tell Zapier which information from your HubSpot form submission should go into which column in your Google Sheet.
- You’ll see a list of fields for your Google Sheet columns. For each column, click on the field and select the corresponding data point from your HubSpot trigger. For example, map the “Email” from HubSpot to your “Email Column” in Google Sheets, “First Name” to “First Name Column,” and so on.
Test the Action: Run a test to make sure the data flows correctly. You should see a new row appear in your Google Sheet with the test data from HubSpot.
Publish Your Zap: Once you’ve confirmed everything looks good, give your Zap a name and click “Publish Zap” or “Turn on Zap.”

Boom! Your Zap is now live. Every time someone submits that HubSpot form, a new row will automatically appear in your Google Sheet. That’s the power of automation right there! Unlock Superpowers: Connecting Zoom and HubSpot Like a Pro!

Essential Zapier HubSpot Actions You Need to Know

While triggers get the ball rolling, the actions are where you make things happen. Here’s a breakdown of some of the most crucial Zapier actions you can perform with HubSpot, either as the action app or by using HubSpot data to drive actions in other apps.

Contact Management Actions

These are probably the most frequently used actions, essential for keeping your CRM populated and your communication flowing.

Create Contact: This is huge! You can automatically create a new contact in HubSpot from leads captured in other apps like Facebook Lead Ads, Typeform, Calendly, or even a new row in Google Sheets.
- Example: A new lead fills out a Typeform. Zapier creates a new contact in HubSpot with all their details.
Update Contact: Keep your contact records accurate. When information changes in another system e.g., a new purchase in Shopify, an updated customer profile in another app, Zapier can update the corresponding contact in HubSpot.
- Example: A customer updates their address in your e-commerce platform. Zapier updates their HubSpot contact record.
Create or Update Contact: This action is a lifesaver. It checks if a contact already exists usually by email address. If they do, it updates them. if not, it creates a new one. This prevents duplicates!
- Example: A new subscriber signs up for your Mailchimp newsletter. Zapier creates a new contact in HubSpot or updates an existing one if their email matches.
Add Contact to List: Once a contact is in HubSpot, you might want to segment them into specific static lists for targeted marketing.
- Example: A new contact from a specific ad campaign is added to HubSpot, and Zapier automatically adds them to your “New Leads – Facebook Ads” static list.
Remove Contact From List: Just as you can add, you can also remove contacts from lists, useful for cleanup or when a contact no longer qualifies for a specific segment.
Add Contact to Workflow: Automatically enroll contacts into HubSpot workflows like a nurture sequence or an onboarding series based on triggers from other apps.
- Example: A new customer is created in your invoicing software. Zapier adds their HubSpot contact to your “Customer Onboarding” workflow.
Update Contact Subscription Preferences: Manage email preferences directly from other app activities.

Company Management Actions

HubSpot isn’t just about contacts. companies are a big part of the CRM.

Create Company: Automatically create new company records in HubSpot when a new deal is created, or a new client is onboarded in a project management tool.
Update Company: Keep company details current based on information from other systems.
Create or Update Company: Similar to contacts, this action checks for an existing company and updates it, or creates a new one if it doesn’t exist.

Deal Management Actions

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Create Deal: When a lead reaches a certain stage or performs a key action in another app, automatically create a new deal in HubSpot.
- Example: A qualified lead schedules a demo through Calendly. Zapier creates a new deal in HubSpot for your sales team.
Update Deal: Keep your deal stages and properties current without manual effort.
- Example: A task related to a deal is marked complete in Asana. Zapier updates the “Next Step” property on the associated deal in HubSpot.

Ticket Management Actions

Streamlining customer support is a breeze with Zapier.

Create Ticket: Automatically generate new support tickets in HubSpot from incoming emails e.g., from a general support inbox, chat messages, or form submissions from other platforms.
Update Ticket: Change ticket statuses, assignees, or add notes based on actions in your help desk or communication tools.

Other Handy Actions

HubSpot offers a rich set of actions for various other needs:

Create Engagement: Log activities like calls, emails, or meetings as engagements tied to contacts or deals in HubSpot.
Create Social Media Message: Schedule and publish social media messages directly through Zapier based on HubSpot events e.g., a new blog post going live.
Upload File: Automatically upload documents or files from other apps into the HubSpot File Manager.
Create Form Submission: You can even use Zapier to submit data to a HubSpot form, which can be useful for internal processes or when integrating with apps that don’t have direct HubSpot actions.
Create Custom Object: This is a powerful recent addition! You can now create records for your custom objects directly from Zapier.
Update Custom Object: Keep your custom object records updated.
Get Contact/Company/Deal/Ticket/Custom Object: These “Get” or “Find” actions allow Zapier to retrieve specific data from HubSpot, which can then be used in subsequent steps of your Zap.

Real-World Zapier HubSpot Integrations

Let’s look at some popular and incredibly useful Zapier HubSpot integrations that businesses use every day.

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Integrating HubSpot with Google Sheets is a fantastic way to centralize data, create custom reports, or simply have a backup of key information. YouTube HubSpot Integration: Supercharge Your Video Strategy

New HubSpot Form Submission to Google Sheet Row: This is a classic. Every time someone submits a form on your HubSpot page, Zapier automatically creates a new row in a designated Google Sheet, populating it with all the submission data. Perfect for event registrations, lead tracking, or simple data backup.
New Google Sheet Row to Create/Update HubSpot Contact: If your team manually adds leads to a Google Sheet, or if leads come from an external source into a sheet, you can automatically create or update those contacts in HubSpot.
New HubSpot Deal to Google Sheet Row: Track your sales pipeline externally. When a new deal is created in HubSpot, Zapier adds a corresponding row to your sales tracking Google Sheet, including deal name, amount, stage, and associated contacts.

HubSpot & Mailchimp: Seamless Email Marketing

For many businesses, Mailchimp is a go-to for email marketing. Connecting it with HubSpot ensures your audience lists are always in sync.

New HubSpot Contact to Mailchimp Subscriber: When a new contact is added to HubSpot, automatically subscribe them to a specific Mailchimp audience list. This ensures your marketing emails reach all relevant leads.
New Mailchimp Subscriber to Create/Update HubSpot Contact: If someone subscribes directly through a Mailchimp form, Zapier can create a new contact in HubSpot or update an existing one, making sure your CRM is always up-to-date with your email list.
HubSpot Contact Property Change to Update Mailchimp Subscriber: Keep your email segments dynamic. If a contact’s property changes in HubSpot e.g., they become a customer, update their tag or group in Mailchimp.

HubSpot & Salesforce: Bridging CRM Gaps

While HubSpot and Salesforce both have native integrations, Zapier offers a flexible, no-code way to build custom workflows, especially when the native connector falls short or you need very specific data flows.

New HubSpot Form Submission to Create Salesforce Lead: Capture leads in HubSpot and automatically push them into Salesforce as new leads for your sales team to work on.
New Salesforce Lead to Create/Update HubSpot Contact: Ensure new leads generated in Salesforce are also reflected in HubSpot for marketing nurture campaigns.
HubSpot Deal Property Change to Create Salesforce Opportunity: When a deal reaches a specific stage in HubSpot, create an opportunity in Salesforce.

HubSpot & Project Management Tools Asana, Trello, Monday.com

Keeping track of tasks across teams can be tough. Automating hand-offs between your CRM and project management tools ensures nothing falls through the cracks.

New HubSpot Deal to Create Project/Task in Asana/Trello/Monday.com: When a new deal is won in HubSpot, Zapier can automatically create a new project or a series of tasks in your project management tool for onboarding, delivery, or next steps.
New HubSpot Ticket to Create Task in Asana: Streamline support by automatically creating a task in your project management tool whenever a new HubSpot ticket comes in.

Level Up Your Zaps: Advanced Tips & Tricks

Once you’re comfortable with basic Zaps, you can really boost their power with some advanced features. Yeastar HubSpot Integration: Supercharge Your Sales & Service

Using Filters and Paths

Filters: Imagine you only want a Zap to run if a certain condition is met. That’s what filters are for. You can set conditions like “only continue if the deal amount is greater than $1000” or “only continue if the contact’s lifecycle stage is ‘Lead’.”
- Example: A new HubSpot form submission comes in, but you only want to add contacts to Mailchimp if they opt-in for marketing. Add a filter to check for the marketing opt-in property.
Paths: This is like a “choose your own adventure” for your Zaps. Paths let you create different outcomes based on different conditions.
- Example: If a HubSpot form submission indicates high interest, send a Slack notification to sales Path A. If it’s a general inquiry, just create a task for the marketing team Path B.

Webhooks for Custom Needs

Sometimes, an app doesn’t have a direct Zapier integration, or you need to do something very specific that isn’t a predefined trigger or action. That’s when Webhooks by Zapier come in handy. Webhooks let you send data to or receive data from almost any app that supports them, using a simple URL. This requires a bit more technical understanding like some API knowledge, but it unlocks incredible flexibility.

Example: You have a custom internal tool that generates a specific event. You can configure that tool to send a webhook to Zapier, triggering a HubSpot action like creating a contact or updating a deal.

Custom Objects: Beyond the Standard

For businesses with unique data structures, HubSpot’s custom objects are a must. And the good news is, Zapier now supports them! You can use custom objects as triggers when a new record is available or a property changes and as actions create, update, get, find custom objects.

Example: You have a custom object for “Projects” in HubSpot. When a new contact is added to HubSpot, you can use Zapier to automatically create an associated “Project” custom object record.
Important Note: While creating and updating custom objects is supported, creating associations between custom objects and standard objects like contacts via Zapier actions might still require some workarounds or API knowledge.

When Things Go Wrong: Troubleshooting Your Zaps

Even the most perfectly built Zaps can sometimes hit a snag. Don’t worry, it happens! Here’s how to troubleshoot common issues:

Check Your Zap History: This is your first stop. In your Zapier dashboard, go to “Zap History” to see a detailed log of every time your Zap ran or tried to run. Look for failed tasks and the error messages they provide.
Understand Error Messages: Zapier’s error messages are usually quite descriptive. For example, “Required field ’email’ is missing” means exactly that—your Zap tried to create or update something in HubSpot without providing an email address.
Permissions Issues: Sometimes, the HubSpot account connected to Zapier might not have the necessary permissions to perform a specific action. Check your HubSpot user permissions.
Data Mapping Problems: Ensure that the data you’re sending from your trigger step is correctly mapped to the fields in your action step. Pay attention to field types. For multi-select fields in HubSpot, you might need to map data with a semicolon . between options.
Static vs. Smart Lists: If you’re trying to add a contact to a HubSpot list, remember that Zapier’s “Add Contact to List” action typically only works with static lists, not smart lists.
Reconnect Accounts: Sometimes, simply disconnecting and reconnecting your HubSpot or other app account within Zapier can resolve authentication or permission glitches.
Check App Status Pages: Occasionally, the issue isn’t with your Zap but with HubSpot or the other app itself. Check their respective status pages e.g., status.hubspot.com to see if there are any ongoing outages.
Test Thoroughly: Before turning on a complex Zap, always run multiple tests with different scenarios to catch potential issues early.

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Frequently Asked Questions

What is the difference between Zapier triggers and actions with HubSpot?

A Zapier trigger is an event that starts an automated workflow in Zapier, such as a new contact being added to HubSpot or a new form being submitted. An action is the task that Zapier performs in response to that trigger, which can involve creating a new contact in HubSpot, updating a deal in another app, or sending a notification.

Is Zapier HubSpot integration free?

The Zapier integration with HubSpot is free for all HubSpot users to connect, but you’ll need a Zapier account. While Zapier offers a free tier, certain advanced features or connecting many apps might require a paid Zapier subscription.

Can Zapier create and update custom objects in HubSpot?

Yes! Zapier now supports actions for custom objects in HubSpot, allowing you to create, update, get, and find custom objects. You can also set up triggers based on new custom object records or property changes within a custom object.

How do I connect my HubSpot account to Zapier?

You connect HubSpot to Zapier by going to your HubSpot Marketplace, searching for Zapier, and installing the app. You’ll then be redirected to Zapier to log in or create an account and grant permission for Zapier to access your HubSpot data. You typically need “Super Admin” permissions in HubSpot to do this. X-stream internet services

Can I use Zapier to sync HubSpot with Google Sheets?

Absolutely! This is one of the most popular integrations. You can create Zaps that, for example, save new HubSpot form submissions to Google Sheet rows, create HubSpot contacts from new Google Sheet rows, or update HubSpot contacts based on changes in a Google Sheet.

What happens if my Zapier HubSpot Zap stops working?

If your Zap stops, first check your Zap History in Zapier for error messages. Common issues include incorrect data mapping, missing required fields, or permission problems. You might also need to reconnect your HubSpot account or check HubSpot’s status page for any service disruptions.

Can Zapier integrate HubSpot with Mailchimp or Salesforce?

Yes, Zapier seamlessly integrates HubSpot with many popular marketing and CRM tools like Mailchimp and Salesforce. You can set up Zaps to sync contacts between HubSpot and Mailchimp, or to create leads and update opportunities between HubSpot and Salesforce, among other possibilities.

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Automate Your Success: Mastering Zapier HubSpot Actions for Business Growth