HubSpot Integration

Last updated: July 2, 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.

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.

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 receive a HubSpot sync alert in Slack but the connection appears fine in Topo settings, the most common causes are: 1) Recent changes to HubSpot properties that Topo synchronizes, or 2) Modifications to field mappings in Topo or property rules in HubSpot. Check whether recent changes were made to these configurations.

Tasks Sync

This tab enables task synchronisation between Topo and HubSpot. When activated, tasks created in Topo are automatically pushed to HubSpot with the relevant details (lead, sequence, and more).

When does a task appear in HubSpot?

  • Call tasks: created in HubSpot with status Open as soon as the lead reaches the call step in a sequence.

  • Reply tasks: created when a lead replies to an email or LinkedIn message.

Bidirectional sync: completing a task in HubSpot marks it as complete in Topo, and vice versa.

Task types available to sync: Email reply, Call, LinkedIn reply.

For full details, see What does the Tasks Sync tab in the HubSpot integration settings do?

Owners

This table lets you synchronize account, contact, and task owners between Topo and HubSpot.

You can sync account and contact owners by toggling on Sync account & contact owners. Once activated, you'll need to choose a source of truth. This is because, when activated, Topo reads the owners in its platform as well as the account and contact owners in HubSpot, and it needs to know which system should take precedence.

You can choose either:

  • HubSpot, so owners in Topo will be updated to match HubSpot.

  • Topo, so owners in HubSpot will be updated to match Topo.

You can also sync task owners, ensuring that task owners in HubSpot match those in Topo.

At the bottom, you'll find a User Mapping section. Topo automatically maps HubSpot owners to Topo users based on their email addresses. This happens automatically, but you can also create mappings manually. As you can see, entries marked with the Manual label were mapped manually.

For full details, see 📄 CRM Owner Sync — Feature Overview

Sync Issues

This section gives you full control over synchronization issues for accounts, contacts, and tasks.

For example, under Accounts, you'll be able to see which records have conflicts. Each record has a status, and you can hover over it to inspect the nature of the issue.

For example, conflict means there are two different owners assigned to the same record— one in Topo and one in the CRM. You'll need to choose how to resolve it by adopting the CRM owner, keeping the Topo owner, or clearing the owner assignment.

You'll also see any potential issues affecting contacts and tasks.

Click Save, and you've completed your HubSpot integration setup.

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