HubSpot Integration

Last updated: June 15, 2026

Setup

Go to Settings > Integrations > HubSpot and click Connect HubSpot Integration. Log in with a HubSpot admin account and follow the prompts. Takes 15 to 30 seconds. Data sync starts automatically once connected.

Reconnecting a deactivated integration: If your integration was previously deactivated, go to Settings > Integrations > HubSpot, click Connect HubSpot Integration, sign in with a HubSpot admin account, and reactivate it to resume syncing.

Configuration

Click the settings icon next to the integration to open the configuration drawer. It has four tabs.

Exclusions

Controls which companies or contacts from HubSpot are blocked from receiving Topo outreach.

Four options:

  • No exclusion — all contacts sync. Manage exclusions manually via the Blocklist section.

  • Exclude all companies — blocks every company in HubSpot. Not recommended for large CRMs.

  • Exclude companies with opportunities — only blocks companies with active open deals. Most common setup.

  • Exclude contacts and companies from dynamic lists — sync a HubSpot company or contact list and Topo uses it as a live exclusion rule, updating in real time as the list changes.

Once you selected your preferred exclusion option, you can also set the lifetime of the exclusion. This means that you can choose for how long the exclusion will be active in Topo. Minimum duration is 3 days, maximum is 730 days.

Important — dynamic list warning: if you use a dynamic list, make sure the list rule does not capture leads based on generic activity (e.g. "contacted in the last 90 days"). If it does, a lead enrolled in a Topo sequence will be added to the list, become an exclusion, and the sequence will stop. Pair any activity-based condition with an additional filter (e.g. source or campaign) to avoid this.

Activity Sync

Configure which activities Topo logs to HubSpot:

  • Email replies

  • Email opens

  • Email messages

  • Meetings

  • Notes

All are enabled by default. Toggle off anything you do not need.

Entity Settings

Choose whether Topo automatically pushes contacts and companies to HubSpot when it finds them. Both are enabled by default.

Field Mapping

Map Topo fields to your HubSpot properties.

Important: The HubSpot integration may disconnect if you modify field mappings in Topo or change property rules directly in HubSpot for fields that Topo syncs to. If you experience disconnection issues, check whether recent changes were made to these configurations.

Contact fields — Topo maps native fields including: First Name, Last Name, Email, LinkedIn URL, Job Title, Phone Number (requires add-on), Country, City, State. Always use the Phone Number property, not Mobile Phone Number. That is where Topo logs scraped numbers.

Two additional fields you can add:

  • Lead from Topo (yes/no) — flags contacts that Topo found and added to your CRM. Only applies to net-new leads, not contacts already present in HubSpot before Topo enrolled them.

  • Last Campaign — records the name of the Topo sequence the contact was enrolled in. Updates each time Topo enrolls them in a new sequence. The most reliable field for identifying Topo-sourced activity and building HubSpot workflows.

Map these to existing HubSpot properties or create new ones from scratch.

Company fields — Topo maps: Company Name, Website, LinkedIn Company Page, Domain, Country, State, City, Number of Employees, and a custom Company Industry field.

Importing HubSpot lists as inclusion lists

Beyond using HubSpot lists for exclusions, you can import them as inclusion lists — defining which contacts or companies to target in your outbound sequences.

Go to Settings > Lists → New List (company or contact) → select the Import from HubSpot tab. The tab is only visible when the integration is connected.

Static lists require a manual refresh to pull updates. Dynamic lists sync automatically every hour — you can pause syncing or view the list in HubSpot directly from the action menu.

If the integration is deactivated, syncing pauses. If it is deleted and reconnected, previously imported lists become standard lists and must be re-imported.

What it looks like in HubSpot

In your HubSpot contact list you will see: email, phone number (if the add-on is active), Last Campaign, and Lead from Topo.

On an individual contact's activity timeline:

  • Emails and LinkedIn messages from sequences are logged as activities under Communication.

  • Notes are created when a lead opens a message.

  • Messages sent manually from the Topo Master Inbox or directly from LinkedIn are logged as Notes.

  • Hot leads are logged as a Note on the contact record.

Identifying Topo leads

Two properties you can filter on:

  • Last Campaign is not empty

  • Lead from Topo equals Yes