How to Use Webhooks with Hubspot Workflows

Connecting webhooks to Hubspot workflows lets you send contact and company data to external services in real time, so your CRM can power advanced automation across your entire tech stack.

This guide walks through how to configure webhooks inside workflows, what each field means, and how to troubleshoot issues while keeping your data secure.

What are webhooks in Hubspot workflows?

Webhooks allow your workflow to make HTTP requests to another system whenever an enrollment reaches a specific action. This is useful when you want Hubspot to trigger actions in apps that are not connected via native integrations.

When the workflow hits a webhook action, Hubspot sends a request to the URL you provide, including selected CRM record data in the payload. The receiving system can then use that data to create or update records, trigger its own automations, or log events.

Requirements before using Hubspot webhooks

Before you add a webhook action, make sure the following requirements are met:

You use a workflow type that supports custom actions and webhooks.
You have edit access for workflows in your Hubspot account.
You have a destination system that can accept HTTP requests and process JSON payloads.
You know which properties you want to send from Hubspot to your external tool.

Having a clear plan for the fields and endpoints you will use helps avoid errors and makes debugging easier later.

How to add a webhook action in a Hubspot workflow

Once your workflow exists, you can add a webhook action directly on the canvas. Follow these steps:

Open your Hubspot account and navigate to Automation > Workflows.
Select the workflow where you want to add the webhook.
Click the + icon on the workflow canvas to add a new action.
In the action list, choose the webhook option (often listed under CRM actions or Send webhooks depending on your subscription).
Click to add that action to the position you selected in the workflow.

After the action appears on the canvas, you can configure the webhook details such as method, URL, and payload.

Configuring the webhook in Hubspot

The configuration panel defines how Hubspot will interact with your external endpoint. Each setting determines what data is sent and how the request is structured.

Choose the HTTP method

Select the method required by your receiving system. Common options include:

POST — Used to send data to create or update records. This is the most frequent choice for Hubspot webhooks.
GET — Used to request information from an external API without sending a complex payload.
PUT or PATCH — Used when the external tool expects updates in a specific format.

Confirm in your external service documentation which method you should use so the webhook from Hubspot behaves as expected.

Set the webhook URL

In the URL field, enter the endpoint from your external service that will receive the request. This might be:

An API endpoint from a SaaS platform.
A custom endpoint built on your own server.
A URL generated by an automation tool such as Zapier or Make.

Ensure your URL uses HTTPS so data sent from Hubspot is encrypted in transit.

Define headers for your Hubspot webhook

Many APIs require headers for authentication or content type. Common examples include:

Content-Type: application/json — Tells the receiver that Hubspot is sending JSON.
Authorization: e.g., Bearer <token> — Passes an API key or token for secure access.
Custom headers required by the external service.

Only include headers documented by your destination API. Storing secrets in headers is normal, but rotate keys regularly to keep webhook integrations secure.

Build the request body with Hubspot data

When using POST, PUT, or PATCH, you can add a body that includes CRM properties. Most implementations rely on JSON, for example:

{
  "email": "{{ contact.email }}",
  "firstname": "{{ contact.firstname }}",
  "lastname": "{{ contact.lastname }}"
}

In the workflow editor, you can insert personalization tokens so that each enrollment sends data from the individual Hubspot record. Typical tokens include:

Contact properties (email, name, lifecycle stage).
Company properties (domain, name, industry).
Deal properties for revenue workflows.

Confirm that each property used in your body exists in your account and in the object type used by the workflow.

Testing your Hubspot webhook

Testing ensures that requests triggered by Hubspot are received and processed correctly by the target system before you turn the workflow on for all enrollments.

Save your webhook action in the workflow editor.
Enroll a test record that meets the workflow enrollment criteria.
Advance the record so it reaches the webhook step.
Check logs in the external system or in any intermediary tool to confirm the request arrived.

Some external platforms provide detailed logs that show the headers, payload, and response status. Use these logs to validate that Hubspot is sending the correct data.

Monitoring and troubleshooting Hubspot webhooks

Once your webhook is live, you need to monitor performance and handle errors, especially if your workflow is business critical.

Check response codes

The receiving service should respond with HTTP status codes such as:

2xx (e.g., 200 or 201) — Success. The request from Hubspot was accepted.
4xx (e.g., 400 or 401) — Client error. Often caused by invalid data, missing parameters, or authentication problems.
5xx — Server error. Indicates issues on the external system side.

When you see recurring 4xx or 5xx codes, review your payload format, headers, and endpoint configuration.

Common webhook issues

Authentication failures — Check API keys, tokens, and any IP allowlists.
Invalid JSON — Make sure your body is valid JSON, with correct quotes and commas.
Missing properties — If a record in Hubspot does not have a value for a property, ensure your external system can handle null or empty values.
Timeouts — The external endpoint should respond quickly. Long processing can cause webhook failures.

Adjust your workflow branches to handle failures gracefully if your use case requires high reliability.

Best practices for scalable Hubspot webhooks

Using thoughtful patterns will make your automations easier to maintain as your data volume grows.

Limit the number of webhook actions in a single workflow when possible.
Send only the data needed rather than entire objects.
Use consistent field naming between Hubspot and your external system.
Document each endpoint, method, and payload for your internal team.
Securely manage API keys and rotate them on a regular schedule.

As your processes mature, consider centralizing your API logic in a middleware layer so that Hubspot sends requests to one stable endpoint, which then distributes data further as needed.

Additional resources for Hubspot webhooks

You can review the official product documentation for more examples and supported options on the workflows webhook action directly at Hubspot workflow webhook documentation. For broader CRM and automation strategy support, explore the consulting resources at Consultevo, which can help you align external integrations with your business goals.

By carefully configuring webhook actions, validating payloads, and monitoring performance, you can extend the power of your Hubspot workflows into any system that exposes an API, creating a flexible and scalable automation layer for your organization.

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