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Overview

HubSpot integration syncs your CRM contacts and deals into Every. Keep HubSpot as your source of truth while enabling seamless invoicing for HubSpot-managed clients. Key Features:
  • One-way sync (HubSpot → Every)
  • Import contacts and deals with pipeline data
  • HubSpot as source of truth (read-only in Every)
  • Duplicate resolution before import
  • View deal pipeline in Every

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How HubSpot Integration Works

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One-Way Sync

Important: Sync is HubSpot → Every only Changes in HubSpot sync to Every, but changes in Every do NOT sync back. HubSpot remains the authoritative CRM system, while Every focuses on invoicing. Why One-Way:
  • Prevents data conflicts
  • Maintains clear system ownership
  • HubSpot for CRM, Every for invoicing
HubSpot is your CRM. Every is your invoicing platform. Integration brings them together!

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Source Attribution

Records from HubSpot:
  • Marked with source = hubspot badge
  • Links to HubSpot record
  • Fields are read-only while connected
  • When disconnected, records unlock for editing in Every

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Connecting HubSpot

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OAuth Connection

Go to Settings → Integrations → Connect HubSpot → Log in to HubSpot → Select account (if multiple) → Review permissions → Grant Access → Return to Every. Permissions Requested:
  • Read contacts and companies
  • Read deals and pipeline stages
  • View pipeline data
OAuth API Endpoint: /api/hubspot/auth/url
Ask Every Agent: Connect HubSpot:
  • “Connect my HubSpot account”
  • “Set up HubSpot integration”
  • “Link my HubSpot CRM to Every”

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Connection Status

View Status: Settings → Integrations → HubSpot section Status Indicators:
  • ✅ Connected (healthy, operational)
  • ⚠️ Needs reconnection (token expired or permissions changed)
  • ❌ Not connected
  • Last sync time and sync health
Ask Every Agent: Check HubSpot status:
  • “Check my HubSpot connection status”
  • “When was the last HubSpot sync?”
  • “Show me HubSpot sync status”
Check integration status weekly to ensure sync is working properly!

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Syncing Data

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Initial Sync

First Connection: Navigate to HubSpot Sync dialog → Review contacts to import → Resolve duplicates → Select contacts → Click Import Selected → Wait for completion → Contacts appear in Every What Syncs:
  • Contact names, emails, phones
  • Company names and addresses
  • Deal information and pipeline stages
  • Deal amounts and close dates

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Ongoing Sync

Automatic: Runs periodically (configurable schedule), syncing new contacts, updating existing contacts, and importing new deals Manual: Settings → Integrations → HubSpot → Sync Now Last Sync Time: Shown in HubSpot section to indicate data freshness
Ask Every Agent: Sync HubSpot:
  • “Sync my HubSpot contacts”
  • “Import contacts from HubSpot”
  • “Run a HubSpot sync now”
Set up automatic daily sync to keep data fresh without manual intervention!

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Duplicate Resolution

Before Import: System checks for existing clients by email and shows potential duplicates Duplicate Options:
  • Replace: Update existing Every record with HubSpot data
  • Skip: Keep Every record, don’t import this HubSpot contact
  • Create New: Import as separate client (not recommended)
Best Practice: Choose “Replace” if HubSpot data is more current, “Skip” if Every has important data not in HubSpot
Ask Every Agent: Handle duplicates:
  • “Show me HubSpot duplicate contacts”
  • “Help me resolve HubSpot duplicates”
  • “Check for duplicate contacts before importing”
“Replace” overwrites Every data with HubSpot data. Choose carefully!

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HubSpot Contacts in Every

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Contact Display

HubSpot Badge: Contacts from HubSpot show badge linking to HubSpot record Read-Only While Connected: Cannot edit HubSpot-sourced fields to prevent conflicts. Edit in HubSpot and sync to Every. Editable Fields: Every-specific data (invoices, payments, notes) is always editable and not synced back

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Using HubSpot Contacts

Full Integration: Invoice HubSpot contacts, track payments, send proposals, view activity history - all Every features available Data Flow: 
HubSpot Contact Info → Every Client
    ↓
Create Invoice in Every
    ↓
Send to Client
    ↓
Track Payment
    ↓
(Payment data stays in Every)

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HubSpot Deals & Pipeline

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Deal Sync

Deals Import: HubSpot deals sync with associated contacts, including deal stage, amount, close date, and pipeline status Deal Information:
  • Deal name and amount
  • Stage (Qualified Lead, Proposal Sent, Negotiation, Won, Lost)
  • Expected close date
  • Associated contact and deal owner
Ask Every Agent: View HubSpot deals:
  • “Show me my HubSpot deals”
  • “What deals are in the pipeline?”
  • “Which HubSpot deals need invoices?”
  • “List all won deals from HubSpot”

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Client Pipeline View

Access: Navigate to Clients → Pipeline View to see all clients with active deals, stages, and amounts Pipeline Features:
  • Visual deal stages and progression
  • Deal amounts and status
  • HubSpot badge on synced deals
  • Quick invoice creation from deal
Example: 
Prospecting: 5 deals, $50,000
Proposal Sent: 3 deals, $35,000
Negotiation: 2 deals, $25,000
Won: 1 deal, $15,000
Use pipeline view to identify which deals need proposals or invoices!

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Managing HubSpot Integration

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Monitoring Sync Status

Status Page: /api/hubspot/status Sync Health: Connection status, last successful sync, sync frequency, error messages, records synced count Live Progress: Sync in progress indicator, progress percentage, records processed, ETA to completion Sync History: View past syncs with success/failure status, records synced per run, and error logs
Ask Every Agent: Monitor sync:
  • “Show me HubSpot sync history”
  • “Are there any HubSpot sync errors?”
  • “How many contacts were synced from HubSpot?”

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Troubleshooting Sync

Common Issues: Token expired (reconnect), permission changes (reauthorize), network errors (retry), duplicate conflicts (resolve), or rate limits (wait and retry) Solutions: Follow error message instructions, reconnect if prompted, or contact support with error details

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Disconnecting HubSpot

To Disconnect: Settings → Integrations → HubSpot → Disconnect → Confirm What Happens:
  • OAuth tokens removed, sync stops
  • HubSpot-sourced records unlocked for editing
  • No data deleted (all imported contacts and deals remain)
  • Badge removed from contacts
  • Can still invoice clients
Disconnecting doesn’t delete data, but you lose automatic updates from HubSpot!

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HubSpot Sync Dialog

Business Context Workspace Integration: HubSpot sync accessible from global chat dialog with full functionality Features:
  • View sync status and manually trigger sync
  • Monitor real-time progress
  • Resolve duplicates
  • Review imported records

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Sync Configuration

Configurable Settings:
  • Sync frequency (hourly, daily, weekly)
  • Auto-resolve duplicates (replace or skip)
  • Selective sync (specific HubSpot lists)
  • Field mapping customization

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Common Workflows

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Initial Setup

Day 1: Connect HubSpot → Review contacts in sync dialog → Resolve duplicates → Import all active contacts → Verify import successful Ongoing: Deal closes in HubSpot (“Won”) → Sync brings contact and deal to Every → Create invoice for new client → Send invoice → Track payment (stays in Every)

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Weekly Pipeline Review

Check HubSpot sync status → View pipeline in Every → Identify “Won” deals needing invoices → Create invoices for new wins → Monitor proposal-stage deals → Follow up as needed

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Troubleshooting

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Sync Not Running

Check: Connection status (needs reconnection?), internet connectivity, HubSpot service status, last sync time Solution: Reconnect HubSpot, manually trigger sync, wait for automatic sync, or contact support

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Contacts Not Appearing

Verify: Contacts exist in HubSpot, not filtered out (active vs inactive), sync completed successfully, no duplicate skip Solution: Check HubSpot for contact, review sync log, re-run sync, or check duplicate resolution choices

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Can’t Edit HubSpot Contact

Reason: HubSpot is source of truth while connected Solution: Edit in HubSpot (will sync to Every), or disconnect HubSpot (unlocks for editing). Every-specific data (invoices) is always editable.

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Best Practices

Keep HubSpot data clean - Clean CRM data syncs clean to Every.
Resolve duplicates carefully - Review each duplicate before choosing replace or skip.
Monitor sync status - Check weekly to ensure sync is working correctly.
Use for pipeline visibility - Leverage deal sync to see which clients need invoices.
Edit in HubSpot - Make contact changes in HubSpot so they sync properly.
Set up automatic sync - Daily sync keeps data fresh without manual work.

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Next Steps

Connect HubSpot

Set up HubSpot CRM integration

View Pipeline

Monitor deals and pipeline stages

Create Invoices

Invoice HubSpot clients

Business Context

Monitor sync from global chat
Need help? Contact support at [email protected]