Seamless HubSpot Salesforce Integration Guide in 5 Steps

Integrating HubSpot and Salesforce can be a game-changer for your business, but it's crucial to get it right. In this guide, we'll walk you through 7 easy steps to set up a seamless HubSpot-Salesforce integration. By following these steps, you'll ensure that your data flows smoothly between the two platforms, enabling your teams to work more efficiently and effectively.

Step 1: API Limit Calibration and Management

Before diving into the HubSpot-Salesforce integration, it's essential to understand and manage your Salesforce API limits. Salesforce imposes limits on the number of API requests that can be made within a 24-hour period, and hitting these limits can disrupt your data syncing process. Here's what you need to do:

1. Coordinate with your Salesforce admin to assess the current API usage and determine how much capacity can be allocated for HubSpot integration.
2. Review your Salesforce API usage regularly to identify any spikes or unusual patterns that may indicate potential issues.
3. If necessary, consider purchasing additional API calls or optimizing your integration to reduce the number of API requests.

By proactively managing your Salesforce API limits, you can ensure that your HubSpot-Salesforce integration runs smoothly without any interruptions due to API limitations.

Step 2: Defining the HubSpot to Salesforce Journey

To ensure that the right data is being sent from HubSpot to Salesforce, you need to define the criteria that determine which contacts are synced. Here's how to set up your HubSpot to Salesforce journey:

1. Configure the criteria in HubSpot that determine when a contact is ready to be sent to Salesforce, such as lead quality or engagement levels. This could include factors like a minimum lead score, specific form submissions, or email interactions.
2. Create inclusion lists in HubSpot to filter contacts based on these criteria. These lists will be used to control which contacts are synced to Salesforce.
3. Set up the sync settings in HubSpot to use these inclusion lists as the basis for sending contacts to Salesforce.

Save time by using automated workflows to move qualified leads from HubSpot to Salesforce with a single click.

By defining a clear journey from HubSpot to Salesforce, you can ensure that only qualified, engaged leads are being passed between the two systems, keeping your data clean and actionable. For more on how to automate qualification, check out our resources.

Step 3: Mapping and Sync Rules Configuration

To ensure data integrity between HubSpot and Salesforce, it's crucial to establish clear mapping rules between HubSpot properties and Salesforce fields. Here's how to set up your field mappings:

1. In HubSpot, navigate to the Salesforce integration settings and select the object you want to map (Contacts, Companies, or Deals).
2. For each HubSpot property, choose the corresponding Salesforce field you want to map it to. Make sure the field types are compatible to avoid sync errors.
3. Decide on your sync preferences for each mapping:

• Prefer Salesforce unless blank: HubSpot will only update Salesforce if the field is empty, and Salesforce always overwrites HubSpot.
• Always use Salesforce: Salesforce always overwrites HubSpot, and HubSpot never updates Salesforce.
• Two-way: The most recent value always overwrites the other system.
• Don't sync: The fields will not be synced in either direction.

By carefully configuring your field mappings and sync rules, you can maintain a smooth, bidirectional flow of data between HubSpot and Salesforce, ensuring that both systems stay up-to-date and accurate. For more details on maintaining data integrity, see our guide on building a prospect list.

Step 4: Implementing Inclusion Filters and Sync Triggers

To ensure that only relevant data is synced between HubSpot and Salesforce, you can set up inclusion filters and sync triggers. Here's how:

1. In HubSpot, navigate to your Salesforce integration settings and select "Inclusion Sync" for contacts, companies, or deals.
2. Define the criteria for which records should be synced to Salesforce based on specific properties, such as lifecycle stage or lead score.
3. Set up triggers for real-time data syncing when specific actions occur in HubSpot:

• Form submissions
• Marketing email interactions (sent, opened, clicked)
• Sales email interactions (sent, opened, clicked)
• Meetings scheduled
• Calls made
• Notes created
• Tasks created

By configuring inclusion filters and sync triggers, you can maintain a clean and relevant database in Salesforce, ensuring that your sales team has access to the most up-to-date and valuable information from HubSpot. Learn more about automating outreach to streamline your sales process.

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Step 5: Continuous Monitoring and GDPR Compliance

Once your HubSpot-Salesforce integration is up and running, it's crucial to monitor its performance and ensure compliance with data protection regulations. Here's how:

1. Set up regular checks to identify any errors or data inconsistencies between the two platforms. Address issues promptly to maintain data integrity.
2. Monitor API usage and adjust limits as needed to avoid hitting restrictions and disrupting data syncing.
3. Ensure compliance with GDPR and other data protection regulations by:

• Obtaining explicit consent from individuals before processing their data
• Providing clear information about how data will be used and shared between HubSpot and Salesforce
• Implementing appropriate security measures to protect personal data
• Honoring individuals' rights to access, rectify, or erase their data

By continuously monitoring your HubSpot-Salesforce integration and adhering to data protection best practices, you can maintain a smooth, compliant data flow between the two platforms, enabling your teams to work effectively while respecting individuals' privacy rights. For more on improving sales practices, explore sales prospecting tools to optimize your workflow.

Ensuring a seamless HubSpot Salesforce integration can significantly streamline your sales and marketing processes. While manual configurations and data mappings are essential steps, automating the data flow between HubSpot and Salesforce can further enhance efficiency and data integrity. Bardeen offers powerful automation capabilities that can simplify the synchronization tasks, allowing your team to focus on strategic activities rather than manual data entry.

Here are examples of automations that you can implement with Bardeen:

1. Sync New HubSpot Deal to Salesforce: This automation ensures that every new deal created in HubSpot is automatically updated in Salesforce, keeping both sales teams on the same page and fostering a unified sales strategy.
2. Sync all Salesforce Contacts to HubSpot: Seamlessly transfer all your Salesforce contacts into HubSpot, enabling your marketing team to engage them with relevant campaigns without manual data entry.
3. Sync HubSpot Contact to Salesforce as New Contact: Automatically create or update Salesforce contacts with information from HubSpot, ensuring consistent and up-to-date contact data across your CRMs.

By leveraging these automations, you can achieve a more efficient, error-free integration between HubSpot and Salesforce. Start automating today by downloading the Bardeen app.