How to Use Zapier with HubSpot: Step-by-Step Tutorial
Richard Robbins
September 14th, 2024
Integrating HubSpot with Zapier can supercharge your workflows by automating repetitive tasks and seamlessly connecting HubSpot with other apps. Here’s a detailed step-by-step guide to help you set up Zapier integrations (called “Zaps”) with HubSpot.
HubSpot and Zapier are commonly used together because they offer a powerful way to automate workflows between HubSpot and thousands of other applications without needing complex coding. Zapier acts as a bridge between HubSpot and external tools, allowing users to create “Zaps”—automated workflows triggered by specific events. For example, when a new contact is added in HubSpot, Zapier can automatically send that data to a Google Sheet, Slack channel, or another CRM. This integration empowers teams to streamline repetitive tasks, improve data accuracy, and ensure that key information is always in sync across platforms.
The collaboration between HubSpot and Zapier is particularly valuable for businesses that use multiple software tools in their daily operations. Instead of manually transferring data or constantly updating records across systems, Zapier enables these tasks to happen automatically, saving time and reducing the chance of human error.
New to HubSpot?
HubSpot is an all-in-one CRM platform designed to help businesses grow through its suite of tools for marketing, sales, customer service, and operations. Whether you’re looking to streamline processes, attract customers, or scale your business, HubSpot’s user-friendly platform offers powerful, integrated solutions to enhance your entire customer journey.
Before we go into the details of how to use Zapier with HubSpot, let’s take a deeper look at what Zapier is and what it does relative to HubSpot. Both are automation tools, and it’s important to understand both of the tools’ strengths to better understand how they can be integrated.
Zapier is an online automation tool that connects your favorite apps and services to automate repetitive tasks, allowing you to focus on more critical aspects of your business. It enables you to create automated workflows called “Zaps,” which link two or more apps together to perform a series of actions based on specific triggers.
With over 5,000 apps available in its ecosystem, Zapier allows you to create custom automations without needing coding skills, making it an incredibly valuable tool for both small businesses and enterprises.
Key Features of Zapier:
Automated Workflows (Zaps): A “Zap” is an automated workflow consisting of a trigger (an event that starts the automation) and actions (tasks performed as a result of the trigger).
Multi-Step Zaps: You can build complex workflows that go beyond just one trigger-action pair. For example, you could trigger multiple actions across different apps based on a single event.
Conditional Logic (Paths): Zapier offers advanced users the ability to create conditional workflows, where different actions occur based on conditions you set.
Filters: You can specify conditions to fine-tune when a Zap runs, ensuring only specific data gets processed.
Common Tasks That Zapier Automates
Zapier is incredibly versatile and is used by businesses in marketing, sales, customer service, and operations. Here are some common tasks it helps automate:
Lead Management:
Automatically add new leads from forms on your website to a CRM like HubSpot, Salesforce, or Google Sheets.
Send follow-up emails when someone submits a form on your website.
Project Management:
Create new tasks in project management tools (such as Trello, Asana, or ClickUp) when a new deal is added in HubSpot or another CRM.
Automatically update task lists based on changes to deals or contacts.
Email and Communication:
Send personalized email responses or notifications via Gmail or Outlook when a new contact is added to your CRM.
Notify teams via Slack or Microsoft Teams when a customer takes a specific action, like submitting a form or completing a purchase.
Customer Relationship Management:
Sync data between HubSpot and other CRMs, or between different apps within the same workflow, ensuring customer information is always up-to-date across platforms.
Create new contacts, deals, or tickets based on customer interactions, like email opens or form submissions.
E-commerce Automation:
Automatically add new customers from an e-commerce platform like Shopify or WooCommerce into your CRM or email marketing tool.
Trigger follow-up emails or SMS notifications after a purchase is made, or when a customer abandons a cart.
Social Media Management:
Schedule social media posts automatically from new blog posts or other content.
Automatically create and send reports summarizing social media performance metrics.
File Management:
Save files uploaded to a form or email attachment to cloud storage services like Google Drive, Dropbox, or OneDrive.
Create new folders or documents automatically in Google Drive or Dropbox for new deals or projects.
Why Businesses Use Zapier
Time-Saving: By automating repetitive tasks, businesses can focus on higher-priority activities like customer engagement and strategy.
Increased Efficiency: Zapier reduces the likelihood of human error and ensures data accuracy across apps, keeping workflows smooth.
No-Code Automation: Users don’t need coding skills to set up complex workflows, making it accessible for teams of all sizes.
Scalability: Whether you’re a solo entrepreneur or an enterprise-level business, Zapier’s multi-app and multi-step Zaps scale with your needs.
Improved Collaboration: Zapier allows teams to stay in sync by automatically updating data across multiple platforms and sending real-time notifications.
Examples of Popular Zaps
Marketing Automation: Add new subscribers from a webinar tool like Zoom or GoToWebinar directly into a HubSpot email list for future marketing campaigns.
New Leads: Automatically create a new contact in HubSpot from a Facebook Lead Ad and trigger an automated email response.
Task Management: Send new HubSpot form submissions to a Trello or Asana board as tasks for the sales team to follow up.
Internal Notifications: Receive a Slack message when a new deal is added in HubSpot or when a customer takes a specific action.
How Zapier Enhances HubSpot Workflows
Zapier extends HubSpot’s capabilities by allowing you to integrate it with thousands of apps. For instance, HubSpot can collect customer information via forms, but with Zapier, you can immediately sync that information with tools like Google Sheets, Gmail, Slack, or a project management tool—without manual data entry. This not only speeds up your workflow but also ensures data consistency across platforms.
By leveraging Zapier, HubSpot users can automatically handle tasks like:
Lead Nurturing: Add new HubSpot leads to an email marketing platform like Mailchimp or ActiveCampaign, enabling smooth nurturing sequences.
Data Synchronization: Sync contacts or customer data between HubSpot and other CRMs or databases to maintain clean, unified records.
Team Alerts: Instantly alert your sales or customer service team in Slack or Microsoft Teams when a new deal is created in HubSpot.
By combining the power of HubSpot’s comprehensive CRM and Zapier’s automation capabilities, businesses can automate numerous workflows and boost productivity without needing custom integrations or complex technical setups. This makes the integration a perfect solution for teams looking to maximize efficiency and minimize the time spent on manual tasks.
Integrating Zapier Automation with the HubSpot CRM
Now let’s get to the essence of this article, the nitty gritty on how to use Zapier with HubSpot. I’ll walk you through the steps to get started.
You can connect Zapier and HubSpot through either of those apps, meaning you can start in Zapier and connect to HubSpot, or you can start in HubSpot and connect to Zapier.
The video below is a quick guide on how to add Zapier to HubSpot using the HubSpot App Marketplace. This i
Step 1: Create Zapier and HubSpot Account
To get started with using Zapier with HubSpot, you’ll need an account on each of those platforms. If you don’t have one, follow the links below to get started.
Once you have established accounts with each of those platforms, log in the dashboard for each of your Zapier and for HubSpot accounts.
Step 2: Connect HubSpot to Zapier
Connecting from Zapier to HubSpot
Open Zapier and click the “Create Zap” button on the dashboard.
In the “Choose App & Event” section, search for HubSpot.
Select HubSpot from the list and sign in to your HubSpot account.
When prompted, give Zapier permission to access your HubSpot data. If you have multiple HubSpot accounts, choose the one you want to integrate.
Connecting to Zapier from HubSpot
Log in to your HubSpot account.
In the top right corner, click on the Marketplace icon (a storefront icon) and select App Marketplace from the dropdown menu.
In the search bar, type “Zapier” to find the Zapier integration.
Click on Zapier in the search results, then click the Connect app button.
After selecting Connect app, HubSpot will redirect you to the Zapier login page.
Log in to your Zapier account, or create one if you don’t have it already.
Grant permission to allow Zapier to connect to your HubSpot account. This ensures Zapier can access the necessary data (contacts, deals, etc.) in HubSpot to run your automations.
Once authorized, Zapier will be connected to your HubSpot account, and you’ll be able to start building workflows.
In HubSpot, go to Automation > Workflows in the main navigation bar.
Click the Create workflow button.
Choose a workflow type, such as starting from scratch or using one of HubSpot’s templates. Select the appropriate workflow depending on the task you want to automate.
Step 3: Set Up the Trigger
The trigger is the event that starts your workflow (Zap). In this step, you’ll select which event in HubSpot should kick off the automation.
Choose a Trigger Event: Zapier offers several trigger events with HubSpot, such as:
New Contact: When a new contact is created in HubSpot.
New Form Submission: When someone fills out a form on your HubSpot site.
New Deal: When a new deal is added to your HubSpot pipeline.
Select the desired trigger event and click “Continue.”
Test the Trigger: Zapier will test the trigger to ensure everything is working properly. If everything looks good, click “Continue.”
Step 4: Set Up the Action
Now, it’s time to define what happens when the trigger occurs.
Choose an Action App: In the next step, select the app where you want the action to occur (for example, Slack, Gmail, or Trello).
Select an Action Event: This will define what the action should be, such as sending an email, posting a message, or updating a spreadsheet.
Map Data: Zapier will prompt you to map data from HubSpot to the fields in the action app. For example, if you’re sending an email when a new contact is created in HubSpot, map the contact’s email address to the recipient field.
Step 5: Test Your Zap
Before going live, test your Zap to ensure everything works correctly.
Test Action: Zapier will run a sample trigger and perform the corresponding action to ensure that the automation is working as expected.
If the test is successful, click “Turn on Zap.” Your Zap is now live and will run whenever the trigger event occurs.
Step 6: Managing Your Zaps
After your Zap is live, you can manage it from the Zapier dashboard:
Turn Zaps On/Off: You can enable or disable Zaps as needed.
Edit Zaps: If you need to modify any step, you can click “Edit” and adjust the settings.
Examples of Popular HubSpot-Zapier Workflows
Create a New Trello Card for HubSpot Deals: Automatically add a new Trello card when a deal is created in HubSpot.
Send a Slack Notification for New HubSpot Form Submissions: Keep your team informed by sending Slack notifications whenever a form is submitted.
Sync HubSpot Contacts to Google Sheets: Automatically add new contacts from HubSpot to a Google Sheets document for easy reporting.
By integrating HubSpot with Zapier, you can automate countless tasks and save time. Zapier’s intuitive platform makes it easy to connect HubSpot to hundreds of other apps without needing any technical skills. For those looking to streamline their workflows, this integration is a must-have.
