Topo integrates natively with HubSpot and Slack. Both are configured from Settings, then Integrations. This article covers setup, data sync behavior, exclusion logic, and common issues for each.

HubSpot Integration

Setup

Settings, then Integrations, then HubSpot, then click Connect HubSpot Integration. Log in with a HubSpot admin account and follow the prompts. Takes 15 to 30 seconds. Once connected, data sync starts automatically.

What syncs to HubSpot

Contact fields: First Name, Last Name, Email, LinkedIn URL, Job Title, Phone Number (add-on required), Country, City, State. Two custom fields are also pushed: Lead from Topo (set to True for all Topo-sourced leads) and Last Campaign (name of the campaign that last pushed activity for this contact).

If a contact does not exist in HubSpot, Topo creates it. If it already exists, Topo updates it.

Important: always use the Phone Number property, not Mobile Phone Number. That is where Topo logs scraped numbers.

Company fields: Company Name, Website, LinkedIn Company Page, Domain, Country, State, City, Number of Employees, and a custom Company Industry field. New companies are created if missing; existing records are updated.

Activities logged: emails sent and received, LinkedIn invitations sent, LinkedIn messages sent and received — all automatically logged as HubSpot activities. Hot leads are logged as a Note on the contact record.

How to identify Topo leads in HubSpot

• Contact property Record sourced detail 1 equals Topo

• Contact property Last Campaign is not empty

• Lead from Topo equals Yes (set at first interaction)

Exclusions — Protecting Existing Accounts

Settings, then Integrations, then HubSpot, then the pen icon. Four options:

• No exclusion — all contacts sync. Manage exclusions manually with CSVs in the Blocklist section.

• Exclude all companies — block every company in HubSpot. Not recommended for large CRMs as it significantly limits lead generation.

• Exclude companies with opportunities — only block companies with active open deals.

• Exclude companies from dynamic segments — create HubSpot lists and Topo syncs exclusions in real time as the list updates.

CRM Customization Settings

From Settings, then Integrations, you can configure: Exclusions, Activity Sync (which activity types to sync), Entity Controls (toggle auto-push for contacts and companies), and Field Customization (which contact and company fields sync, with custom properties). All settings are enabled by default.

Recommended HubSpot Workflows

In HubSpot: Automation, then Workflows, then Create workflow, then Start from scratch, then Contact-based.

Key enrollment triggers:

• All Topo leads: Lead from Topo = True

• Topo leads with phone number: Lead from Topo = True + Phone Number is known

• Hot leads: filter on Note body containing "has become a hot lead"

Recommended actions: create a follow-up task (due in 1 day, type Call, priority High for hot leads), assign contact via round-robin or to a specific owner, send internal Slack notification.

To route leads by campaign, add a condition on Last Campaign and use the exact campaign name from the Topo app. This lets you assign specific leads to specific reps.

Useful HubSpot Views

• All Topo leads: Lead from Topo = Yes

• Leads with phone number: Lead from Topo = Yes + Phone Number is known

• Fresh unassigned leads: Lead from Topo = Yes + Contact owner = unknown

• Recent activity: Lead from Topo = Yes + Last activity date = last week

Recommended columns: Company, Phone Number, Contact Owner, Last Activity Date, Lead Status, LinkedIn URL, Last Campaign.

FAQ

Why are Topo leads not appearing in HubSpot? Confirm the integration is connected under the Integrations tab. Topo syncs contacts when activity is logged — the contact must have at least one email sent or LinkedIn action before it appears in HubSpot.

Wrong data synced (phone, company fields)? Make sure you are using the correct HubSpot property names. Use Phone Number, not Mobile Phone Number. Phone numbers only sync if you are subscribed to the phone numbers add-on. Check your field mapping under Integrations, then Advanced settings.

Excluded companies are still being contacted? Verify the list criteria in HubSpot and confirm the correct list is selected under Integration, then Settings, then Exclusion. Also check that domain variants are covered — if example.com is excluded but not example.io, outreach continues to the .io domain.

Can I push Topo Lead Status to HubSpot? No. Topo's lead status does not migrate to HubSpot because HubSpot already has a native Status property — they would conflict.

Slack Integration

Setup

Settings, then Integrations, then Connect Slack. You must be a Slack admin to complete this step. If you are not, invite an admin to Topo temporarily to complete the setup.

Enable Slack Notifications

Settings, then Notification Settings, then check the Chat box to enable Slack notifications for hot leads and replies.

Set Up the Notification Channel

Create a public Slack channel (e.g., #topo-leads). You must be the owner of the channel for it to appear in the dropdown. Select it in Topo. If the channel does not appear, type /invite @topo in the Slack channel first, then refresh the dropdown.

Note: Topo only sends notifications for replies that require attention — positive replies, bad timing, referrals, objections. Routine auto-categorized replies do not trigger Slack alerts.

Combining Slack and Email Notifications

You can use both simultaneously. In Settings, then Notification Settings, check both the Chat and Email boxes and configure which events trigger each channel.

FAQ

Can't connect Slack? You must be a Slack admin. If you are not, temporarily invite an admin to Topo to complete the setup.

Channel not visible in the dropdown? Only public channels appear. Make sure the channel is public and that you are the owner. If it still does not appear, type /invite @topo in the channel and refresh.

Not receiving notifications? Check that the Chat checkbox is enabled in Settings, then Notification Settings.