Outfunnel's Pipedrive-Hubspot Marketing sync is designed for B2B companies who want 2 key things from a sales-marketing integration:
Keep sales and marketing contacts in sync and
Automatically record Hubspot Marketing email opens, clicks, unsubscribes in Pipedrive for the salespeople to see.
With just a 10-minute, no code setup you can give sales full visibility into leads' engagement, so they can sell smarter.
Connect Pipedrive and Hubspot today
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What data can Outfunnel sync between Pipedrive and Hubspot
Bi-directional contact sync. Make all contacts or a subset(s) 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 available in any app. If any data conflicts arise, you can easily select the conflict winner.
Deduplication built-in. Outfunnel creates links based on the email address and we'll automatically cross-reference contacts to prevent duplicate contact entries. If a contact already exists we'll simply link it. If it doesn't we'll create a new contact.
Near instant data sync. Outfunnel syncs most data instantly and some within 2 hours.
Monitor sync status. Clear overview of the sync health which includes actionable error messages so you can fix them as they happen.
Historical sync. Sync all of your customer data, no matter when it was created. Outfunnel syncs not only new contacts but also existing ones.
Transparent pricing. Each contact that's part of the sync only counts once, regardless of how many updates get synced or to how many apps.
Reliable and secure data. Outfunnel uses advanced authentication methods, such as OAuth, and deploys encryption measures to make sure the data is secure in transit.
Setup contact sync
💡 For contact sync please connect app "Hubspot"
1. Choose your apps
To get started 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, no-code OAuth authentication.
4. Set the sync direction
Choose to sync data two-way or in a single direction
5. Define contact sync rules
Define the contacts that sync:
Pipedrive contacts: As you are syncing contacts, not Deals, then 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 you’ve defined with HubSpot static/active lists. Learn how to set up HubSpot Lists.
If this is your first sync we recommend syncing a limited number of (test) contacts to get a feel for the sync.
🏁 Initial sync
Contacts are linked based on the email address. If an existing contact is not found a new contact is created. If multiple contacts are found with the same email address then the link is made with the oldest contact and no duplicates will be created.
Initial sync actions in Pipedrive and HubSpot.
Contacts are created in the database.
🔄 Continuous sync
Contact changes. As long as the contact matches the rule any changes to its profile in the source app will be synced to the destination app.
When contact stops matching rules. When a contact stops matching the rules all updates will stop but they will not be deleted from the destination app.
💡 Other things to keep in mind
Contacts do not get removed/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 with the first email address on a contact profile. Other addresses on the profile will be ignored.
Merging contacts. Outfunnel supports merging contacts.
6. Set up field mapping
First, choose the default fields and/or custom fields you’d like to sync.
💡 Data conflicts
Data conflicts usually happen during the initial sync when a mapped field value is different on both apps. For example, when the name is different for the same contact then Outfunnel will use the selected app as the conflict winner. Most companies use their CRM as a system of record. Reach out to support if you are having doubts or want to talk through your use case.
7. Activate the connection
🏁 Initial sync
After activating the connection Outfunnel will run an initial sync to merge your databases and you should see contacts appearing in the sync status page. The initial sync usually takes a few minutes but can take up to a few hours depending on the number of contacts to sync.
The status page also shows errored contacts and provides actionable feedback on how to fix this.
🔄 Continuous sync
After the initial sync completes Outfunnel starts running 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 have to be on Hubspot Marketing Professional plan and up to make use of engagement recording.
1. Authenticate your apps. Head to Outfunnel > App connector, select Pipedrive and Hubspot Marketing and authenticate as per 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’d like to record email engagement (opens, clicks, unsubscribes, etc).
4. Define how engagement gets recorded. Then define how you’d like email activities like opens, clicks, bounces, or unsubscribes recorded in Pipedrive – or simply 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 this number, please switch to activities instead.
5. Set up field mapping. When Outfunnel syncs an engagement for a contact that does not yet exist in Pipedrive, a new contact is created with the defined field mapping. Navigate to the field mapping step to select which fields or custom fields you’d like the sync to consider.
6. Activate. Activate the connection. Outfunnel only records engagement from emails that have been sent after activating the connection. The sync runs every 2 hours automatically thereafter or you can trigger an instant sync anytime by clicking on Sync now.
PS. We also offer retrospective sync on demand for an additional cost. Please refer to this article.
Monitor synced contacts and engagements
Once the connection is live, navigate to the Status tab to see key information about the connection, such as when were events last synced and which events have been synced. Please note that each event counts towards your billing quota.
Tips, observations, and useful definitions
💡 Activities are added to my calendar. Please note that if you've set up calendar sync in Pipedrive, then all activities are automatically added to your Google or Outlook calendar. To turn this off simply 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. Please note that due to peculiarities with Hubspot's API Outfunnel is able to capture email engagement from left and right branches of workflows but not middle branches. At the moment we don't support A/B tests.
💡 Notifications. If you’d like to receive email notifications about people opening and/or clicking your newsletters, you’ll need to turn on Email notifications feature in Pipedrive. (See how). Once enabled, each user can turn on Email notifications by going to Settings > Personal > Preferences > Notifications.
Do you use web forms to collect leads to your lists? See the following integrations to automate lead capture sync to Pipedrive:
Don't see your preferred web forms listed above? Browse the upcoming connections and sign up for early access.