How to set up the Salesforce integration with HubSpot

Last Updated: December 08, 2014

An integration between your HubSpot account and your Salesforce account can be established to seamlessly pass leads and contacts between HubSpot and Salesforce. This integration is pivotal in maintaining consistency between your marketing and sales teams.

Requirements of the HubSpot Salesforce integration

To be able to integrate HubSpot and Salesforce, you must:

  • Be using either HubSpot Professional or Enterprise
  • Be using either Salesforce Professional, Enterprise or Unlimited (not a trial account)
  • Have top-level Salesforce administrator privileges (if on Salesforce Professional Edition)
  • Have top-level Salesforce administrator privileges OR full object-level and full-field-level security permissions (if on Salesforce Enterprise or Unlimited Edition)

General expectations before you begin

In addition to the requirements listed above, we've outlined some general expectations for setting up this connector. Please review the below before proceeding with the instructions:

  • You should have at least a basic understanding of how the HubSpot integration with Salesforce works in order to specify how the Connector should be configured.
  • You will be taken to Salesforce as part of the installation process. Expect to switch back and forth between these instructions and Salesforce for part of the integration process.
  • You only have a certain number of API Calls (the technology that allows HubSpot and Salesforce to exchange data, which you can read more extensively about here) per day. You should be aware of your limit. As a rule of thumb, a single Contact sync can take up to 4 API calls per record, but this can vary.
  • To connect multiple HubSpot portals to one Salesforce account, you'll need to go through this wizard in each portal.
  • HubSpot will only work with one instance of Salesforce; while you can use two instances of HubSpot with one instance of Salesforce, the connector only allows one instance of Salesforce to connect to your HubSpot account.
  • If you want to install a Sandbox version of the Connector, be sure to check the box on the following page and read more about integrating with a Sandbox environment here.

Instructions

If you meet the above requirements and are ready to move forward, continue through this guide which will take you through each step of connecting your HubSpot and Salesforce accounts. Follow the steps (outlined below) to begin this process.

Navigate to the Salesforce.com Integration settings within HubSpot

Click on Your Domain/Hub ID > Integrations.

Navigate to the Salesforce.com Integration settings within HubSpot

Click on Salesforce.com Integration in the Integrations side menu.

1. Get Started

Here you will begin the process of going through the Salesforce Setup to install the integration between HubSpot and Salesforce, configure your integration settings, and test the integration. This setup will take some time (approx. 30 minutes) so if you're ready to advance, click the green button and Let's go - this will begin to take you through the Get Started section.

1. Get Started

Which edition of Salesforce do you have?

In this step, you'll want to choose which version of Salesforce your company is utilizing. If you're not sure which edition of Salesforce you're using, you can check this within Salesforce by navigating to your name at the top-right, choosing Setup, then Administration Setup. Once you know the edition of Salesforce, click the radio button next to your edition in the wizard and then click Continue.

Which edition of Salesforce do you have?

Do you have administrative access to Salesforce?

In order to install the HubSpot package in Salesforce, you'll need to have Salesforce credentials that grant you administrative access within Salesforce. If the answer to this section is "No" you will need to partner with your Salesforce administrator to continue through this setup. So when you're ready, choose the radio button next to Yes, then click Continue.

Do you have administrative access to Salesforce?

Do you want to use a sandbox instance of Salesforce?

Salesforce offers sandbox and production instances of their software - the sandbox instance is a testing environment within Salesforce and operates a little differently than the production environment. I have a production instance of Salesforce, so I'm going to click the radio button next to No and then Continue.

Do you want to use a sandbox instance of Salesforce?

How many Salesforce seats do you have?

At this point, you'll want to enter how many seats (licenses) you have in Salesforce. You can find out this information by navigating, within Salesforce, to the top right-hand side and clicking your name > Setup > System Overview. Within the System Overview section you should see, toward the bottom, how many licenses you have in Salesforce. Once you know that number, type it out in the text field within the HubSpot Salesforce install wizard, then click Continue.

How many Salesforce seats do you have?

API Call Limit

Based on the number of seats you entered in the install wizard, HubSpot tries to estimate a healthy number for your API call limit so you don't run into any issues with the integration. API calls are how HubSpot and Salesforce are able to talk to each other, so setting this number to one that makes sense for your business is important. You only have a certain number of API Calls (which you can read more extensively about here) per day. As a rule of thumb, a single Contact sync can take up to 4 API calls per record, but this can vary.

If the number estimated is not what you'd like it to be, you can click into the text box for the number and make any changes needed, then click Continue when you're ready to move on to the next step.

API Call Limit

2. Set up Salesforce

Now it's time to put some HubSpot in your Salesforce - you're going to install the HubSpot package in your Salesforce account using the Salesforce package installer. To continue with the install, click the blue button to Read the guide on how to install this package in Salesforce. This guide will give you step-by-step instructions on how to install the HubSpot package in Salesforce and, once you've done that, you'll want to check the box next to "I have installed the HubSpot integration package" and click the green button to Continue.

2. Set up Salesforce

Get your Salesforce token

Next step is to input your Salesforce security token. If you're unsure of your Salesforce security token you will be able to find it within your email account, as Salesforce emails this token to you when you set up your Salesforce account or the last time you reset your Salesforce password. If you can't find your Salesforce security token, you can reset it in Salesforce. Click the blue button to Read the guide on how to reset your security token. (Note: resetting your security token  means you will need to update the credentials for any other integration you've already set up using the original security token).

When you've got your security token, place it in the text box under "Enter your Salesforce token:" and click Continue.

Get your Salesforce token

Install a VisualForce module

You've installed the HubSpot package in Salesforce and entered your security token into the install wizard, so now you'll want to edit your lead and contact records so they include the VisualForce component. The VisualForce module adds a window onto a lead or contact record that looks into that contact record in HubSpot so you can see their lead intelligence. Adding this module is important in taking full advantage of the HubSpot Salesforce integration.

Click the blue button to Read the guide and follow the instructions there to add the VisualForce component to your lead and contact page layouts. Once you've completed those steps, check the box next to "I have added HubSpot lead intelligence to Salesforce" and click Continue.

Install a VisualForce module

3. Set up HubSpot

Now it's time to put some Salesforce in your HubSpot - this is where you'll need to enter your Salesforce credentials so that HubSpot can connect to your Salesforce account. Your Salesforce token should have been carried over from a previous step, so now you'll want to enter  your Salesforce username and your Salesforce password. Once all three of these fields are entered in properly, click Connect accounts.

3. Set up HubSpot

Connect accounts

You must hit Connect accounts to move forward - this action looks into your Salesforce instance via your credentials to make sure everything is in order and begin the processing of getting your connector setup. After you've done this, you should see a message that says "Successfully connected your accounts" and can now hit Continue to move onto the next step.

Connect accounts

Choose your settings

Now that your Salesforce credentials have been validated and HubSpot and Salesforce can see and chat with each other, you'll want to configure your settings to decide what information you want syncing between HubSpot and Salesforce. Click Continue when you're ready.

Choose your settings

The first decision to make is whether or not you want the HubSpot Salesforce integration to sync with accounts in Salesforce. This step is recommended and will give you more information on a contact record and let you personalize to that contact with more business information from that contact's associated account.

The next decision to make is whether or not you want the HubSpot Salesforce integration to sync with opportunities in Salesforce. If you choose yes on this question, you are allowing HubSpot to sync with standard fields on the Salesforce Opportunity object. You can take a look here to see what fields HubSpot syncs with from the Salesforce opportunity.

Once you make your decisions here on Account Sync and Opportunity Sync, click Continue.

Store activity data in HubSpot

Next, you want to choose which type of activity in HubSpot will sync to Salesforce and create activities there.

First, do you want the integration to create a Salesforce activity when a form is submitted on your HubSpot contact? Do you want to create a Salesforce activity when an email is opened on your HubSpot contact? Check the boxes next to the appropriate choices.

The next question asks if you want to sync tasks in Salesforce that are associated with syncing contacts to Engagements in HubSpot? Saying yes to this will sync tasks between Salesforce and the HubSpot CRM.

Once done with your decisions on this step, click Continue.

Store activity data in HubSpot

Limit what contacts get synced to Salesforce

This step is where you can set up your inclusion list - this list will restrict the syncing of contacts from HubSpot to Salesforce. Not every lead that fills out a form and is entered into your HubSpot database will necessarily be a qualified lead. This option allows you to decide what criteria a contact must meet in order to sync from HubSpot to Salesforce, this way you’re not cluttering up your Salesforce account with leads that your sales team may not want to contact just yet.

If you have a smart list that you want to choose as your inclusion list, click the dropdown menu and choose your list. (You can also choose not to have an inclusion list by selecting the dropdown and choosing to the option that says "-- No Inclusion List --" which means any new contact in HubSpot will sync to Salesforce. If you want an inclusion list but don't have the list set up yet, you can click the blue button to create a new smart list and create the list now. Once you've settled on your inclusion list (or lack thereof, perhaps), click Continue to move on.

Don't worry too much about the decision you make here. You can always go back later and set up an inclusion list, change it, remove it, etc.

Limit what contacts get synced to Salesforce

4. Finish Up

Now you're at the final step. This area will review the previous decisions you've made about syncing (which you can click "Edit" and go back to change if you'd like) before you toggle the button next to Sync contacts with Salesforce ON.

Once you're happy with the syncing decisions you've made and flipped the switch ON (you'll see a message you've successfully turned on syncing), click Continue.

4. Finish Up

Test it out

Now that you've completed your setup, you can test the integration. Click the green button to Create test contact and the setup wizard will show you information next to that button as it syncs - it will show you prompts that it is starting a sync, scheduling, processing, then completed. Click Continue to keep going.

Test it out

Congratulations!

That's it. You're done! Your contacts will begin syncing between HubSpot and Salesforce. Now you can decide if you want to import your existing contacts (to ensure that your two databases are as similar as possible) or you can go back and customize your integration.

Congratulations!

Next Article: How to import leads and contacts from Salesforce

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