How to Automate HubSpot and Zoho CRM with Zapier

Using Zapier to connect HubSpot and Zoho CRM lets you automatically move contacts, deals, and activities between the two platforms so your team always works from accurate data without manual updates.

This how-to guide is based on the comparison of HubSpot and Zoho CRM from the original article at Zapier’s HubSpot vs. Zoho CRM guide. Here, you will learn how to turn that research into practical automation using step-by-step workflows.

Why connect your CRM tools with Zapier

HubSpot and Zoho CRM both cover core CRM features like contact management, pipelines, and email integration, but they shine in different areas. HubSpot focuses heavily on marketing tools and a friendly interface, while Zoho CRM emphasizes flexibility and pricing options.

If your company uses both, or if different teams rely on different systems, you can face issues like:

• Duplicate or outdated contact records
• Sales reps missing context from marketing
• Managers struggling to get a complete pipeline view

Automation with Zapier helps you:

• Sync new leads from one CRM to the other
• Keep contact details up to date in both systems
• Align sales, marketing, and support data

Before you start: what you need for Zapier automations

Before you build any workflows, confirm you have the right foundation in place.

Accounts and access for Zapier workflows

• An active HubSpot account (any plan that supports API access and integrations)
• An active Zoho CRM account with the right role and permissions
• A Zapier account to connect both tools and build automated workflows

Make sure you can log in to all three, and that you know which user and pipeline each team uses in HubSpot and Zoho CRM.

Clarify what you want Zapier to automate

Use insights from the HubSpot vs. Zoho breakdown to define your first few automations. Common priorities include:

• Centralizing contact creation in one CRM but mirroring data to the other
• Using HubSpot as the marketing hub and Zoho CRM as the sales system of record
• Building reports in one system using data captured in the other

Write down one or two clear outcomes such as “Every new lead created in Zoho CRM should appear in HubSpot within a few minutes.”

How to connect HubSpot and Zoho CRM in Zapier

Once you know what you want to automate, follow these steps to connect your tools through Zapier.

Step 1: Sign in and create a new Zap

1. Log in to your Zapier account.
2. Click the button to create a new Zap (an automated workflow).
3. Give the Zap a clear name like “Zoho to HubSpot contact sync.”

Naming Zaps by business outcome makes maintenance easier later.

Step 2: Choose your trigger app and event

Every automation in Zapier starts with a trigger, which is the event that kicks off the workflow.

1. Select Zoho CRM or HubSpot as the trigger app, depending on which system should start the automation.
2. Pick a trigger event aligned with your goal, for example:
   • New Contact
   • New Lead
   • Updated Deal / Updated Module Entry
3. Connect your account for the chosen CRM when Zapier prompts you.

Test the trigger so Zapier can pull a recent example record. This helps you map fields later.

Step 3: Add an action step in the other CRM

After the trigger, you tell Zapier what to do in the second CRM.

1. Add an action step and choose the other CRM app (HubSpot if you started with Zoho CRM, or Zoho CRM if you started with HubSpot).
2. Select an action event such as:
   • Create Contact
   • Create or Update Contact
   • Create Deal or Update Deal
3. Connect the second CRM account when Zapier asks.

Using a “create or update” action can help avoid creating duplicate records, which is important when you are syncing data between HubSpot and Zoho.

Step 4: Map fields between HubSpot and Zoho CRM in Zapier

Next, you map data from the trigger to fields in the action. This is where you align the different structures used by the two CRMs.

1. In the action step, open each field you want to populate.
2. Insert data from the trigger record, such as:
   • First Name → First Name
   • Last Name → Last Name
   • Email → Email
   • Phone → Phone
   • Lead Source → Source / Original Source
3. For dropdown or custom fields, match them to equivalent custom fields where possible.

Use insights from the HubSpot vs. Zoho CRM comparison to decide which app is the source of truth for specific properties, like lifecycle stage or deal stage.

Step 5: Test your Zapier workflow

Before turning your Zap on, run a test.

1. Use the “Test” feature in the action step.
2. Confirm that a new or updated record appears in the target CRM with correct data.
3. Check for formatting issues like phone numbers, dates, or dropdown values.

If the record looks wrong, go back to the mapping section and adjust your fields, then test again until the data sync is reliable.

Popular CRM workflows to build in Zapier

Once the basics are working, you can expand your use of automation.

Sync new leads between HubSpot and Zoho CRM

You can build two complementary Zaps:

• Zap 1: When a new lead is created in Zoho CRM, create or update a contact in HubSpot.
• Zap 2: When a new contact is created in HubSpot, create or update a lead in Zoho CRM.

This approach ensures sales reps and marketers can use their preferred CRM tools while still working with complete data.

Share deal and pipeline updates via Zapier

Based on how each platform handles deals and pipelines, you might want to sync key deal fields or notify teams when a deal moves forward.

• Trigger on deal stage changes in HubSpot.
• Use an action in Zoho CRM to update the matching deal or create a note.
• Optionally, send notifications to collaboration tools using additional Zapier actions.

This gives leaders a clearer picture of performance, using familiar CRM dashboards while relying on automation to keep data aligned.

Align activity tracking with Zapier

Activities such as calls, notes, or emails can be handled differently in each platform. You can:

• Trigger when a new activity or note is created in one CRM.
• Mirror the activity as a task, note, or timeline event in the other CRM.

This is especially helpful when support teams work in one tool while sales teams live in the other, keeping everyone informed.

Tips for managing your Zapier CRM workflows

As you add more automations, follow these best practices.

• Document which CRM is the main source for each type of data.
• Use naming conventions for Zaps, such as “HS → Zoho: new contact sync.”
• Group related Zaps together so changes to pipelines or fields are easier to update.
• Review automation logs regularly to catch errors early.

Using a structured setup, you can get more value from both HubSpot and Zoho CRM while reducing manual work.

Where to learn more about Zapier CRM automation

To deepen your understanding of how HubSpot and Zoho CRM compare before you build more automations, review the original analysis at Zapier’s HubSpot vs. Zoho CRM article. It explains feature differences, pricing tiers, and which types of businesses each platform suits best.

If you need strategic help designing automation or CRM architecture, you can also consult specialists at Consultevo, who focus on integrations, workflows, and process optimization.

By combining a solid understanding of each CRM with targeted workflows in Zapier, you can create a connected system where leads, contacts, and deals stay consistent across your entire revenue operation.

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