HubSpot Salesforce Integration Guide: Expert Tips and Best Practices

Getting Started with HubSpot Salesforce Integration

The HubSpot Salesforce integration allows businesses to combine the strengths of both platforms, facilitating the flow of critical data between marketing and sales teams similar to Marketo and Salesforce integration. By implementing the Salesforce HubSpot integration, organizations can sync contacts, leads, and opportunities, ensuring that both teams are aligned and working from the same information. This connection enables marketing teams to track the effectiveness of campaigns while providing sales teams with valuable insights into lead interactions.

In this guide, we will detail the step-by-step process for integrating HubSpot with Salesforce, recommend specific apps from the Salesforce AppExchange that can assist with this integration, discuss common challenges that may arise, and share best practices to optimize your setup. We will also examine the costs involved in the integration, reasons for hiring professional integration services, and answer frequently asked questions.

By following this guide, you will gain a clear understanding of how to effectively implement the HubSpot Salesforce connection to improve your business processes.

Benefits of Connecting 2 Leading CRMs

The HubSpot and Salesforce integration offers unique advantages that leverage the strengths of both platforms to create seamless workflows and data sharing. By linking HubSpot and Salesforce, businesses can organize their processes more effectively and save time. This integration allows teams to manage customer data more easily, making it simpler to track leads and maintain customer relationships. Here are some of the benefits:

1. Seamless Lead Handoff
   Leads captured via HubSpot’s marketing tools are automatically synced with Salesforce, allowing the sales team to access enriched lead data, including email interactions and form submissions.
2. Bidirectional Syncing
   The HubSpot to Salesforce integration ensures a two-way sync of records. Any updates in Salesforce or HubSpot are reflected across both platforms, reducing inconsistencies and ensuring accuracy.
3. Custom Field Mapping for Tailored Workflows
   This integration allows you to map custom fields between both systems, enabling even specialized data to transfer seamlessly and support personalized workflows.
4. Closed-Loop Reporting
   Marketing campaigns tracked in HubSpot can be linked to closed deals in Salesforce. This feature of the HubSpot and Salesforce integration helps businesses measure campaign ROI and optimize marketing efforts.
5. Enhanced Forecasting and Analytics
   The Hubspot integration with Salesforce combines marketing engagement data from HubSpot with Salesforce’s advanced reporting tools, providing deeper insights into sales forecasts and strategy planning.

Salesforce and HubSpot Integration Steps

Integrating Salesforce with HubSpot improves teamwork between sales and marketing. This HubSpot guide will show you how to connect the two platforms so both teams can share data. With this integration, you can sync contacts and leads, making collaboration easier.

Step 1: Prepare for Integration

• Make sure you have admin rights in both Salesforce and HubSpot.
• Confirm that your Salesforce plan includes API access (this is essential for integration).

Step 2: Set Up Salesforce in HubSpot

1. Log in to your HubSpot account.

2. Go to Settings (gear icon).

3. Under the Integrations menu, select Connected Apps.

4. Visit marketplace and choose Salesforce

Step 3: Install the HubSpot Salesforce Connector

1. In HubSpot, click on Install app.

2. Log in to your Salesforce account when prompted and grant the necessary permissions.
3. Once authorized, the connection will begin to sync the two platforms.

Step 4: Configure Sync Settings

• Define which records (Contacts, Leads, Accounts, Opportunities) will sync between HubSpot and Salesforce.
• Choose the direction of sync for each record type (e.g., one-way from Salesforce to HubSpot or bidirectional).

Step 5: Map Fields

1. Use the field mapping tool to align fields between the two systems.
   • For example, map “Email” in HubSpot to “Email” in Salesforce.
   • Add any custom fields necessary for your workflows.

Step 6: Set Sync Rules and Frequency

• Adjust how often the sync runs (real-time or scheduled).
• Determine conflict resolution rules (e.g., which system takes priority when updates happen).

Step 7: Test the Integration

• Perform a test sync with a few sample records to verify data flows correctly.
• Check for errors or mismatches in mapped fields.

Step 8: Enable the Integration

• Once testing is successful, enable the sync for all records.
• Train your teams on how the HubSpot integration Salesforce works and how they can make the most of the shared data.

Step 9: Monitor and Maintain the Integration

• Use the integration dashboard in HubSpot to monitor sync status and troubleshoot any issues.
• Periodically review field mappings and update as needed.

This Salesforce to Hubspot integration ensures your teams can work with unified data across both platforms, streamlining operations and enhancing collaboration.

Recommended Apps for HubSpot and Salesforce Integration

Using apps can improve the HubSpot integration Salesforce beyond what HubSpot offers by itself. These apps help connect data, automate tasks, and make teamwork easier between sales and marketing teams. They can also provide useful features like custom reports and better analytics, helping your business run more smoothly. Picking the right app is important to make sure both platforms work well together and fit your business needs.

Import2

Import2 is an easy-to-use app for Salesforce integration Hubspot. It helps you quickly move data between these two platforms, such as contacts and leads, without complicated setups. With Import2, you can ensure that both HubSpot and Salesforce have the latest information, making it easier for your sales and marketing teams to work together. The app also offers features like automatic data transfers and custom field mapping, which helps businesses tailor the integration to their needs. The price is $499 USD/company/one-time payment, discounts are available for nonprofits.

MultiSync Made Easy: Seamless Integration & data sync for all your business app

MultiSync Made Easy by HIC Global Solutions app for Salesforce integration with Hubspot, along with other business apps. This app makes it easy to keep data in sync, so all your systems have the latest information. It reduces manual data entry, which helps minimize mistakes. With MultiSync, your sales and marketing teams can work better together by having consistent and accurate data. The app also offers automated updates and flexible syncing options, making it a good choice for businesses that use different tools. The app is free, you can fully use this solution without payment.

200 OK: The Native No-Code Salesforce Integration Platform

200 OK By CEPTES Software, is a no-code integration platform that simplifies the process of connecting Salesforce with HubSpot. This app allows users to automate data transfer and synchronize important information, such as leads and contacts, between the two platforms without needing coding skills. By using 200 OK, businesses can ensure that their sales and marketing teams have access to up-to-date data, improving collaboration and efficiency. The platform’s user-friendly interface makes it easy to set up and manage workflows, making it a great choice for organizations looking to enhance their operations. Free trial available for 15 days and the lowest price is $199 USD/company/month.

Possible Integration Issues

Integration can present specific problems that teams need to handle effectively. Understanding these Salesforce Hubspot integration and challenges can help ensure a successful Hubspot-Salesforce integration. Here are some common issues along with their solutions:

Issue #1: Sync Errors

The HubSpot-Salesforce integration may encounter sync errors that prevent data from syncing properly. These errors can arise when records are associated with others that haven’t synced yet, or if they exceed HubSpot’s record association limit. This can result in crucial data not being updated or missing entirely, causing disruptions in workflows and communication between sales and marketing teams.

Solution

To resolve sync errors in the HubSpot-Salesforce integration, check your Hubspot Salesforce integration settings to identify the errors. Monitor your API call usage to avoid exceeding limits by adjusting the “Allocated to HubSpot” field. For records not syncing due to association issues, look at the “Affected Records” column to find the problem records. Make sure all associated records have synced to HubSpot and that you’re within the record association limit. Addressing these issues will help improve the HubSpot-Salesforce integration.

Issue #2: Confusion Between Contacts and Leads

In HubSpot, both contacts and leads are managed as a single type of record. This means there isn’t a separate category for leads, unlike Salesforce, which distinguishes between the two. In Salesforce, leads represent potential customers that haven’t been engaged with yet, while contacts are those who have had some form of interaction.

Solution

To resolve this confusion, decide how HubSpot contacts should appear in Salesforce. If your sales team works mainly in Salesforce, set it up so new HubSpot contacts are created as leads in Salesforce. This way, once a lead is reached out to, they can be easily changed to a contact, keeping everything organized.

Issue #3: Mapping Custom Fields

One of the Hubspot Salesforce integration issues is mapping custom fields. The fields in each platform may have different names or formats, making it hard to keep the data aligned.

Solution

To solve this, start by reviewing the data needs for both HubSpot and Salesforce. Create a simple document that shows how each custom field from HubSpot matches with the fields in Salesforce. This will help make sure the data syncs correctly. You might also want to use integration tools or get help from experts to make this mapping easier and keep the data accurate.

Issue #4: Unplanned Duplication of Records

When connecting HubSpot and Salesforce, you might run into a problem with duplicate records. Sometimes, the same information gets sent more than once from one system to the other, which can lead to multiple copies of the same record.

Solution

To avoid this, find out which fields are shared between HubSpot and Salesforce. Make a unique index for these fields to help reduce duplicates. It’s also a good idea to regularly check your reports for any duplicates that may have occurred and fix them quickly. This will help keep your Salesforce data integration with Hubspot clean and accurate in both systems.

Best Practices for Seamless Integration

When you decide to integrate the both tools, challenges may arise. To make sure everything works well, it’s important to follow some Hubspot Salesforce integration best practices. Doing this will help you achieve a successful integration that meets your business needs. Here are some helpful tips:

• Set Clear Goals: know what you want to achieve with the integration. Having clear goals will help everyone stay focused and understand what to work towards.
• Map Your Data Fields: write down which fields in HubSpot match those in Salesforce. This will help keep your data organized and make sure it is accurate.
• Watch API Limits: be aware of the limits on API calls set by Salesforce. Check how many calls you are using to avoid hitting the limit. If needed, adjust the number of calls allowed for HubSpot.
• Test the Integration: before fully using the integration, run tests to see if data syncs correctly. Testing early helps you find and fix problems.
• Monitor Data Regularly: after the integration, check the data in both HubSpot and Salesforce often. This helps you spot issues like duplicates or sync errors quickly.
• Train Your Team: make sure your team knows how to use the integrated systems. Good training will help everyone adjust more easily.
• Keep a Record: write down the steps taken during the integration. This record will be useful for future projects and is an important part of Salesforce Hubspot integration best practices.
• Consider Hiring Professionals: if integrating HubSpot and Salesforce feels too difficult, think about hiring experts who know both systems well, including Salesforce Pardot consulting. They can guide you, prevent common mistakes, and make the setup process much easier for your business.

Possible Cost of Salesforce and HubSpot Integration

Integrating HubSpot and Salesforce can involve various costs, including applications, licenses, and administrative work. These costs can vary significantly based on the tools and plans you choose, as well as the extent of the integration. Much like when considering Microsoft Dynamics CRM integration services, businesses should carefully assess their needs and budget for both the initial setup and ongoing expenses to ensure a successful integration process. This careful planning helps avoid unexpected costs and ensures that the integration meets business objectives effectively:

1. Apps and Integration Tools: the cost of integration tools can vary, ranging from free to $500 each month. Some basic tools might offer free plans, while advanced features typically come with monthly fees. It’s important to consider your specific needs when selecting these tools to ensure you choose the most suitable options for your budget.
2. Licenses: both HubSpot and Salesforce require subscription fees, for HubSpot, licenses can range from $50 to $3,200 per month, depending on the plan you select. Salesforce licenses usually cost between $25 and $300 per user per month, depending on the edition and features you choose. Understanding these costs in advance is essential for effective budget planning.
3. Administrative Work: the cost of administrative work can vary based on whether you handle it in-house or hire outside professionals. If your internal team manages the integration, you’ll need to account for their salaries in your budget. On the other hand, if you decide to hire experts, their rates can range from $50 to $200 per hour. These professionals can provide valuable assistance during the integration process. 

Overall, for HubSpot and Salesforce integration you should budget for a range of $1,000 to $10,000 depending on the scale and complexity of your integration project. It’s important to evaluate these factors to create a realistic budget.

Reasons to Hire Salesforce Integration Services

Hire Salesforce Hubspot integration services can give your business the specialized skills and solutions needed for a successful HubSpot and Salesforce integration. These experts can simplify the integration process and ensure both platforms work well together. They can help you avoid common challenges and make the most of your integration efforts:

• Expert Knowledge: integration service providers have special skills and experience in linking different systems. They know the ins and outs of both HubSpot and Salesforce, helping to avoid common mistakes and ensuring a successful integration.
• Saves Time: integrating these platforms can take a lot of time, especially if your team isn’t familiar with the process. By hiring a Hubspot Salesforce integration partner, you can save valuable time that your staff can use for important business tasks instead of dealing with technical details.
• Custom Solutions: a service provider can adjust the integration to meet your specific business needs. They can set up custom workflows, field mappings, and processes that match your sales and marketing strategies, ensuring the integration fits your organization well.
• Ongoing Help: many integration service providers offer support even after the initial setup. This means you can get help when problems come up or when you need to make changes as your business grows or changes.
• Lower Risk: with professionals handling the integration, the chances of data loss or sync errors are lessened. They can quickly solve problems, reducing any negative impact on your operations.

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FAQs about Connecting Hubspot and Salesforce

In this section, we will give answers on how to ensure a seamless Hubspot Salesforce integration. Understanding these topics can help you navigate the integration process and make the most of the tools you use. Here are the answers to your most frequently asked questions:

Conclusion

Hubspot integration to Salesforce can improve your business by simplifying workflows, bringing sales and marketing teams together, and creating better customer interactions. To succeed, it’s important to plan well, set clear objectives, and regularly review the integration. By addressing common issues and following best practices, businesses can make the integration process more effective. Whether you handle it internally or seek expert advice, this integration can help your business work smarter and grow faster. If you need assistance, professional support is just a step away.

Antonina Kharchenko

Antonina is a Salesforce Admin with five certifications: Salesforce Associate, Salesforce Admin, Salesforce Advanced Admin, AI Associate, and AI Specialist. She started working with Salesforce in 2021 as Intern Salesforce Developer. Now, a 2-Star Ranger on Trailhead, she continues to expand her skills and knowledge. She helps manage Salesforce systems, automate tasks, and improve processes. Antonina loves learning new things and exploring better ways to use technology. In her free time, she enjoys reading, playing sports, and exploring new tech ideas.