CRM and marketing · HubSpot integration

Keep HubSpot contacts, deals and tickets in step with your billing and operations software.

Marketing and sales teams work in HubSpot, while orders, invoices, projects and service jobs sit in a separate business system. GullySystem links the two for your account. Contacts, companies, deals and tickets move in the direction you choose, so a won deal becomes a customer record and a paid invoice updates the deal.

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At a glance

Connecting HubSpot to the rest of your business.

HubSpot holds the conversation. Forms, emails, meetings and deal stages all live there. Fulfilment, invoicing and support usually live somewhere else, and people re-key a customer’s details when a deal closes.

This is a custom project, scoped to the objects and properties you actually use. What is possible depends on your HubSpot plan, your account permissions and the way your team has set up its own properties and pipelines. Marketing keeps working in HubSpot where its lists and workflows already live, while operations reads the same account from the system that actually delivers the work and sends the invoices.

What moves

What flows between HubSpot and your system.

Each flow is agreed one at a time: which record, in which direction, and what happens when it fails.

Closed-won deal creates a customer and order

When a deal reaches the closed-won stage, the company, primary contact and line items go to your system. It creates the customer record and a draft order. Then it writes the new customer ID back to a HubSpot company property. Nobody types it twice.

Form submissions become contacts once

A contact created by a HubSpot form is matched on email address before anything is added. New people appear in your system as leads with their lifecycle stage. Existing ones are updated, never duplicated. Repeat submissions merge quietly. Each property has one owner.

Invoice status returns to the deal

Invoices raised in your system send their number, amount and paid or overdue status back to the linked deal. Sales staff see payment standing on the record without opening a second tool. Overdue ones are flagged. Owners hear about a stalled ticket from the system that holds the invoice, not from a customer who has waited three weeks for a reply.

Service tickets travel both ways

A ticket opened in HubSpot reaches the support queue in your system with its pipeline stage and owner. When engineers close the job, the resolution note and status go back onto the ticket. Support sees one thread. Nothing is retyped by hand, and nothing is overwritten without a trace of who changed it and when.

Workflow triggers from operational events

A shipped order, a lapsed contract or a missed payment can enrol a contact in a HubSpot workflow. Your system sets a property, and the workflow sends the follow-up from your marketing team’s own sequences. Marketing keeps full control of wording. One set of contacts, one history. Support sees the quote that sales promised, the invoice finance raised and the ticket the customer opened last week, all on the same record.

How it is built

From scoping to hand-over.

1. Scope the objects and direction

Contacts, companies, deals, tickets and any custom properties are the HubSpot objects we list first. For each one we agree which system owns it and which way changes travel. Nothing is synced by default. Start with deals only.

2. Connect and test

We connect through a private app or OAuth connection with only the scopes needed. Testing runs in a HubSpot developer test account or a sandbox where your plan includes one, before live records are touched.

3. Align properties, lifecycle and owners

The mapping sheet gives each dropdown value, lifecycle stage and deal pipeline a line of its own. Duplicates are matched on email or company domain. Rejected records go to a review list with the reason, not into silence. Staff can fix and replay them.

4. Audit duplicate contacts, then hand over

Drift gets spotted. A reconciliation view sets HubSpot and your system side by side, with record counts and last-updated times. You receive the mapping sheet and a short guide for adding a property later.

Industries

Trades that often use HubSpot.

Ready products

Products it is paired with.

Modules

Capabilities it connects to.

What we build

What we would build for HubSpot projects.

Usually in this order, starting with whatever the audit ranks first.

API and System Integration

Tally, WhatsApp, payment gateways, GST portals and your own apps sharing one set of numbers.

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ERP, CRM and Business Software Implementation

One record of stock, orders, customers and accounts, set up so your team opens it every day.

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Business Process Automation

Approvals, reminders, follow-ups and reports that run on their own instead of on someone remembering.

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Common questions

Questions about connecting HubSpot.

Does HubSpot data travel in one direction or both?

Either. We agree the direction per object. Deals might flow from HubSpot to your system, while payment status flows back. Fields that both sides can edit get a stated winner to avoid overwrites. Conflicts are logged. The first version stays small.

Which HubSpot plan do we need?

It depends on what is being connected. API access, custom objects and workflow actions vary by plan and by account settings. We check your account during scoping and tell you if a feature needs a higher tier.

Can existing contacts and deals be brought across?

Usually yes, as a one-off import before live sync starts. We match on email and company domain, show you the duplicates we found and load only after you approve the list. Nothing loads blindly. Old data is optional.

What happens if HubSpot changes its API?

Changes are tracked as part of support. If a call is retired or altered, we update the connection under your maintenance arrangement. The mapping sheet shows exactly what depends on it. You are told in plain words.

The HubSpot name is a trademark held by its owner. GullySystem has no affiliation with them and holds no endorsement from them.

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Tell us how you use HubSpot.

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Start with your requirements

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