Hubspot integration: synchronising contracts and CRM data

The screenshots in this article show the German interface. The English label is given first, with the German label in square brackets.

Your benefit

If your sales team works in Hubspot while your contracts are managed in ContractHero, you otherwise have two separate pools of data — deals and companies in Hubspot, concluded contracts in ContractHero. With the two-way sync you can see:

• In Hubspot: the current status of the associated contracts — term, next notice period, contract value.
• In ContractHero: the associated Hubspot deal or company ID — linked directly in the contract record.

That puts an end to duplicate maintenance: a change in one place is automatically reflected in the other system.

How it works

1. Find the integration in the settings area

Navigate to Settings [Einstellungen]

Navigate to** Integrations [Integrationen] → Apps**. Look for the “Hubspot” card with the label “On request” [„Auf Anfrage“]. Click the card.

2. Check the scope of the functionality

Under “Features” [„Funktionen“], the “Hubspot” detail dialog shows the current scope of the integration:

Two-way synchronisation with Hubspot
Grow with marketing, sales and CRM tools in one place.

3. Request the integration

Click “Request integration” [„Integration anfragen“]. The ContractHero team will then get in touch to discuss the specific setup — typically:

• Which Hubspot objects should be synchronised? (deals, companies, contacts)
• Which fields should go in which direction? (e.g. contract status → deal stage, Hubspot deal name → contract title)
• Which triggers should start a sync? (contract conclusion, status change, category change)
• How are conflicts handled? (Hubspot master / ContractHero master / manual resolution)

4. Setup by ContractHero

Our integrations team handles the setup in coordination with your IT or sales ops. You need a Hubspot account with admin rights and, ideally, a test area for the pilot phase.

5. Go live with the sync

As soon as the mapping rules are in place and tested, ContractHero switches the integration to production. From then on, new contracts, status changes and master data changes are mirrored in the direction defined.

Frequently asked questions

Is Hubspot a self-service integration with click & connect?
No. Hubspot currently runs on the “On request” [„Auf Anfrage“] model — we set the integration up together with you, because the requirements (which objects, which fields, which triggers) vary widely and a generic mapping rarely fits.

Which Hubspot editions are supported?
The sync works with all Hubspot editions that allow API access — that is, Professional and Enterprise (Sales Hub, CRM Suite). For Free / Starter, API access is restricted; talk to us about whether your use case can be realised nonetheless.

Which objects are synchronised?
By default deals, companies and contacts. Custom objects are possible, but have to be mapped explicitly during setup.

How fast does the synchronisation run?
Usually within a few minutes of a change. With bulk operations (several hundred records) a sync run can take longer.

What happens if someone makes changes in both systems at the same time?
We define the conflict strategy during setup. The options are: last writer wins (based on timestamps), system master (Hubspot or ContractHero takes precedence), or manual resolution (conflicts are reported for review).

Are existing contracts linked retrospectively?
Yes. During the initial setup we match existing Hubspot deals and ContractHero contracts by counterparty, deal name or a defined key. Cases that are not unambiguous are flagged for manual assignment.

Does the integration cost extra?
The Hubspot connection is part of our enterprise integration service. We discuss the specific terms individually — please click the “Request integration” [„Integration anfragen“] button or contact your Customer Success Manager directly.

Are contract documents (PDFs) transferred as well?
By default we synchronise metadata and master data — not the PDF content. If you would like to make PDFs visible in Hubspot, we can solve that with a deep link from Hubspot to the ContractHero contract page.

Good to know

• Sketch out the mapping first, then request. A list of “which Hubspot field → which ContractHero field → in which direction” speeds up the setup by days. Even if the list is incomplete, it is a good starting point.
• Pilot phase with a subset. Start with part of a pipeline (e.g. only closed deals from a particular stage) rather than the whole CRM. That way mapping errors show up early.
• Hubspot workflows and ContractHero automations are complementary. A trigger in one place (a Hubspot workflow or a ContractHero automation) is enough — configuring both at the same time leads to loops.
• Keep data protection in view. Every sync moves personal data between systems — you should clarify GDPR compatibility (data processing agreement with Hubspot, data categories, purpose limitation) with your compliance team before going live.
• We help with the setup. If you are unsure whether a Hubspot sync is worthwhile for your use case, arrange a discovery call — we will go through the typical data flow together.

Related articles

• How do I create automations?
• How do I manage notifications in ContractHero?
• How does task management work?
• How can roles and permissions be managed for additional users?

Updated on: 08/26/2026