Hubspot data sync quick guide

Hubspot data sync lets you connect popular business apps so contacts and companies stay consistent everywhere without manual importing or exporting. This guide walks you step-by-step through setting up sync, choosing the right direction, and managing mappings for a clean, reliable integration experience.

What is Hubspot data sync?

Data sync is a set of packaged integrations that create a two-way bridge between Hubspot and other tools such as CRMs, eCommerce platforms, customer support systems, and billing apps.

With data sync you can:

Keep contacts and companies up to date in both systems.
Avoid manual CSV imports and exports.
Control which records and fields move between tools.
Reduce duplicates and data inconsistencies.

Data sync is built on a library of preconfigured connectors. Each connector has its own supported objects, field mappings, and limitations, so always review the integration details before you turn it on.

Requirements before you connect Hubspot data sync

Before enabling a sync, confirm the following requirements in both Hubspot and the third-party app:

You have the required subscription level for the integration.
You have admin or integration permissions in both systems.
Your user account has access to the records you want to sync.
Pop-up blockers are disabled or allow the authorization window.

Some connectors support only contacts, while others add companies or deals. Check the integration listing for object coverage and any limits on record volume or sync frequency.

How to connect an app with Hubspot data sync

Use these steps to connect a new app inside your Hubspot account:

Open the App Marketplace.
In your account, go to the marketplace icon and open the App Marketplace.
Search for your app.
Use the search bar or browse by category such as CRM, eCommerce, or customer support.
Select the data sync integration.
Open the app listing and confirm it supports data sync. Review supported objects, fields, and known limitations.
Authorize both accounts.
Click the connect button. Sign in to the external app and approve access so Hubspot can read and write data.
Choose a sync type.
Decide whether to sync only new records, all existing records, or a filtered subset using rules where available.

After authorization, you will configure direction, rules, and mappings before the first sync runs.

Choosing the right Hubspot sync direction

Most connectors support three main sync directions. Pick the one that matches your data ownership strategy.

Two-way sync between Hubspot and your app

Two-way sync keeps records aligned in both systems. When a supported field changes in either app, the change is copied to the other.

Use two-way sync when:

Both teams work in different tools but need the same contact data.
You do not have a single master system for contacts or companies.
You want edits from sales, support, or billing systems to flow both ways.

Be careful with conflicting updates. Connectors usually let you choose which app wins when both sides change the same field at similar times.

One-way sync into Hubspot

One-way sync into Hubspot pulls data from the external app but does not send changes back.

This approach is best when:

The external system is your system of record.
You only need data in your CRM for marketing or reporting.
You want to avoid accidental overwrites in the other system.

Any edits made in Hubspot will not update the external app, so train your team to edit records in the source system.

One-way sync from Hubspot to the external app

One-way sync from Hubspot pushes data out but does not bring updates back.

Typical use cases include:

Sending marketing-qualified leads into a sales or support platform.
Keeping a downstream tool updated with core contact fields.
Preventing downstream edits from changing your CRM data.

With this model, your CRM becomes the master source for the synced fields.

Configuring Hubspot sync settings

Once your integration is connected, refine what data moves between the systems and how conflicts are handled.

Setting sync rules for records

Many connectors allow granular control over which records are included. Common options include:

All records: sync the full database of contacts or companies.
New records only: start syncing from the moment you connect, leaving old records untouched.
Filtered records: apply conditions such as lifecycle stage, list membership, owner, or status.

Carefully designed filters keep irrelevant or low-quality data out of your CRM.

Managing Hubspot field mappings

Each data sync integration comes with default mappings, such as:

Email to email
First name to first name
Last name to last name
Company name to company name

You can often edit mappings or add new ones so custom fields align correctly. While configuring mappings, consider:

Field types: text, number, date, dropdown, and multi-select should be compatible.
Required fields: ensure required properties have a mapped source.
Formatting: phone numbers, country codes, and dates may need consistent formats.

Incorrect mappings can produce empty values, truncated data, or sync failures, so validate changes with a small test set before going live.

Resolving data conflicts

When the same field is updated in both systems, the connector uses a conflict rule. Typical options are:

Prefer the external app.
Prefer Hubspot.
Use the most recently updated value where supported.

Pick a rule that aligns with your governance policy, and document it for your team so everyone understands which system is authoritative.

Monitoring and troubleshooting Hubspot sync

After the initial setup, monitor status regularly to catch issues before they affect reporting or campaigns.

Checking sync status and logs

Within the integration settings you can view:

Whether the sync is on, off, or paused.
The time of the last successful sync.
Error logs or failed record counts.

If a sync stops unexpectedly, review permission changes, expired authorizations, or modified field mappings that no longer match the external system.

Common issues and quick fixes

Missing records: Confirm they meet your filter rules and that the object is supported.
Duplicate contacts: Check matching rules such as email or unique IDs and align them between systems.
Field errors: Ensure property types and allowed values match on both sides.
Authorization failures: Reconnect the integration and verify user permissions.

If issues persist, compare a problematic record in both systems to see exactly which field or value is causing the failure, then adjust your mapping or filters accordingly.

Best practices for reliable Hubspot data sync

To keep integrations healthy over time, follow these practices:

Start with a small, filtered segment and expand after validation.
Audit mappings and rules after app updates or schema changes.
Document your sync design, including direction and conflict rules.
Train users on which system to edit for each data type.

Review sync performance periodically so small issues do not grow into major data quality problems.

Next steps for optimizing your setup

Once core data sync is stable, you can layer automation, lists, and reports on top of your integrated data. Use synced properties to segment audiences, score leads, or trigger workflows that respond to changes originating in external tools.

For strategic help designing a scalable integration architecture, you can explore consulting resources at Consultevo. To dive into detailed technical requirements and connector-specific behavior, review the official documentation at Hubspot data sync help center.

By carefully choosing sync direction, mapping fields, and monitoring logs, your organization can rely on data sync to keep customer information accurate and aligned across every connected system.

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