Outfunnel's Pipedrive-HubSpot Marketing sync is designed for B2B companies who want two things from a sales-marketing integration:
Keep sales and marketing contacts in sync, and
Automatically record HubSpot Marketing email opens, clicks, and unsubscribes in Pipedrive so salespeople can see them.
With a 10-minute, no-code setup you give sales full visibility into how leads are engaging, so they can sell smarter.
Are there alternatives for syncing Pipedrive and HubSpot?
A few, and each has trade-offs. HubSpot's Data Sync (formerly Operations Hub) covers Pipedrive, and Pipedrive has a HubSpot app in its marketplace. Both work for simple setups, but HubSpot's Data Sync requires a paid Ops tier and polls every 5 to 15 minutes. Pipedrive's native app syncs only some fields bi-directionally, and custom dropdown fields often fail to map cleanly between the two.
Zapier and Make can stitch things together, but they don't deduplicate contacts, each action adds to the bill, and keeping a true 2-way sync healthy across custom fields gets painful fast. They also don't record email engagement back into Pipedrive out of the box.
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Why Outfunnel is the best tool to integrate Pipedrive with HubSpot
Bi-directional contact sync. Make all contacts or a subset available on either platform along with your custom contact, company, and deal fields, and keep them in sync going forward.
Comprehensive field mapping. Sync any default or custom field two-way or in a single direction so you always have the right information in any app. If conflicts arise, you pick the conflict winner.
Deduplication built-in. Outfunnel links contacts by email address, so duplicates don't creep in. If a contact already exists we link it. If it doesn't, we create a new one.
Near-instant data sync. Most data syncs instantly. Some fields sync within 2 hours.
Engagement recording. HubSpot Marketing email opens, clicks, bounces, and unsubscribes show up automatically in Pipedrive so sales always has context.
Monitor sync status. A clear overview of sync health with actionable error messages.
Historical sync. Sync all customer data, no matter when it was created.
Transparent pricing. Each contact in sync counts once, regardless of how many updates are made or how many apps it's in.
Reliable and secure data. Outfunnel uses OAuth authentication and encryption in transit.
Set up contact sync
💡 For contact sync please connect app "HubSpot"
1. Choose your apps
Head to Outfunnel > App connector and select your apps.
2. Select the connection type
Click on Connect and choose Contact sync as the connection type.
3. Authenticate your apps
Most apps can be authenticated with a secure, one-click OAuth flow.
4. Set the sync direction
Choose to sync data two-way or in a single direction.
5. Define contact sync rules
Define which contacts get synced:
Pipedrive contacts: Since you're syncing contacts, not deals, only Pipedrive People filters are visible for syncing. Learn how to set up Pipedrive People filters.
HubSpot contacts: Choose whether to sync all HubSpot contacts or only contacts defined by HubSpot static/active lists. Learn how to set up HubSpot Lists.
If this is your first sync, we recommend syncing a small number of test contacts first to get a feel for how it works.
🏁 Initial sync
Contacts are linked based on email address. If no existing contact is found, a new one is created. If multiple contacts share the same email, the link is made with the oldest one and no duplicates are created.
Initial sync actions in Pipedrive and HubSpot.
Contacts are created in the destination database.
🔄 Continuous sync
Contact changes. As long as a contact matches the rule, any change to its profile in the source app syncs to the destination app.
When contacts stop matching rules. Updates stop, but contacts are not deleted from the destination app.
💡 Other things to keep in mind
Contacts don't get removed or unsubscribed from either app if you remove the contact sync rule or change the target segment.
Multiple email addresses on a contact. Outfunnel creates a link using the first email address on the contact profile. Other addresses are ignored.
Merging contacts. Outfunnel supports merging contacts.
6. Set up field mapping
Choose the default and custom fields you want to sync.
💡 Data conflicts
Conflicts usually happen during the initial sync when a mapped field has different values in each app. If the name is different for the same contact, Outfunnel uses the selected conflict winner. Most companies use their CRM as the system of record. Reach out to support if you want to talk through your setup.
7. Activate the connection
🏁 Initial sync
After activating, Outfunnel runs an initial sync to merge your databases. Contacts should start appearing in the sync status page. The initial sync usually takes a few minutes, but can take a few hours depending on volume.
The status page also shows errored contacts and gives actionable feedback on how to fix them.
🔄 Continuous sync
After the initial sync completes, Outfunnel starts a continuous sync that checks for updates based on this logic.
Set up engagement sync
💡 Notes
For engagement sync please connect app "HubSpot Marketing"
You need to be on HubSpot Marketing Professional plan or above to use engagement recording.
1. Authenticate your apps. Head to Outfunnel > App connector, select Pipedrive and HubSpot Marketing, and authenticate as per the on-screen instructions.
2. Select the connection type. Click on Connect and choose Engagement sync as the connection type.
3. Choose the list. Choose the HubSpot list or automation for which you want to record email engagement (opens, clicks, unsubscribes, etc.).
4. Define how engagement gets recorded. Set how you want email activities like opens, clicks, bounces, or unsubscribes recorded in Pipedrive, or use our default settings.
💡 Pipedrive has note limitations. You can have up to 100 notes per deal, person, or organization. If you want to keep syncing engagement past that, switch to activities instead.
5. Set up field mapping. When Outfunnel syncs an engagement for a contact that doesn't yet exist in Pipedrive, a new contact is created using the defined field mapping. Navigate to the field mapping step to select which fields or custom fields the sync should consider.
6. Activate. Activate the connection. Outfunnel only records engagement from emails sent after activation. The sync runs every 2 hours automatically, and you can trigger an instant sync anytime by clicking Sync now.
PS. We also offer retrospective sync on demand for an additional cost. See this article.
Monitor synced contacts and engagements
Once the connection is live, head to the Status tab to see key info about the connection, like when events were last synced and which events have synced. Each event counts toward your billing quota.
Tips, observations, and useful definitions
💡 Activities are added to my calendar. If you've set up calendar sync in Pipedrive, all activities are automatically added to your Google or Outlook calendar. To turn this off, uncheck Outfunnel activity types in Pipedrive > Company Settings > Calendar Sync.
These are the types that Outfunnel creates: Newsletter Sent, Newsletter Opened, Newsletter Clicked, Newsletter Bounce, Newsletter Unsubscribe, Contact Created, Newsletter Reply, Form Submitted, Visited Website
💡 Supported campaign types. Outfunnel supports single email campaigns and workflows. Due to the way HubSpot's API works, Outfunnel captures email engagement from left and right branches of workflows but not middle branches. A/B tests are not supported at the moment.
💡 Notifications. To get email notifications about people opening or clicking your newsletters, turn on Email notifications in Pipedrive (see how). Each user can then enable Email notifications under Settings > Personal > Preferences > Notifications.
Using web forms to collect leads? See the following integrations to automate lead capture sync to Pipedrive:
Don't see your preferred web form listed? Browse upcoming connections and sign up for early access.