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Zapier & HubSpot - What Can you do with this Integration?

HubSpot can integrate with thousands of business apps, so why should you even consider using Zapier with HubSpot?

Nov 4, 2022

As businesses increasingly turn to automation to streamline their processes and improve their efficiency, integration platforms like Zapier have become invaluable tools. One platform that benefits greatly from Zapier's integration capabilities is HubSpot. In this post, we'll explore how you can use Zapier to connect HubSpot with other applications and automate your marketing, sales, and customer service processes.

For example, you can use Zapier to automatically add new HubSpot contacts to a Mailchimp mailing list or to send a Slack message whenever a new ticket is created in Zendesk.

In this article, we'll give you an overview of how Zapier works and show you how to use Zapier with HubSpot. We'll also provide some tips to help you get the most out of using Zapier with HubSpot.

What is HubSpot CRM & Zapier?

HubSpot is a CRM platform that helps businesses manage and analyse customer interactions and data throughout the customer lifecycle. It offers tools for marketing, sales, customer service, and customer engagement, as well as integrations with other business tools and systems. HubSpot has a tool called Workflows that is similar to Zaps for Zapier.

Zapier is an automation platform that enables users to connect different web applications and automate workflows.
Zapier allows you to create "Zaps," which are automation that performs a specific task when triggered by a particular event. For instance, you can automatically send a new contact's information from HubSpot to your email marketing tool each time you add a new contact to your HubSpot account.

Both HubSpot and Zapier are useful tools for businesses looking to streamline and automate their processes. By using Zapier, you can connect HubSpot to over 1,000 other apps and create workflows that will run automatically, freeing you up to focus on core business tasks. You can create workflows, or Zaps, that automate repetitive tasks. For example, you could use Zapier to automatically add new HubSpot contacts to a Mailchimp mailing list or to send a Slack message whenever a new ticket is created in Zendesk.

Differences between Zapier and HubSpot

The primary distinction between HubSpot and Zapier lies in their respective integration capabilities. HubSpot serves as an all-in-one CRM platform with built-in integrations that allow users to seamlessly share data to and from other popular applications. In contrast, Zapier functions as a third-party tool that facilitates the integration of various apps by acting as a gateway between them. Zapier offers over 3,000 integrations and enables users to create custom workflows or "Zaps" to automate tasks and data transfers between apps. Thus, while both HubSpot and Zapier offer integrations between apps, HubSpot focuses on integrating to and from applications, while Zapier specializes in connecting different applications together through a customizable automation system.

Why use Zapier with HubSpot?

If HubSpot has Workflows and other automation capabilities, then why use Zapier?
There are several reasons why you might want to use Zapier with HubSpot:

Connect and integrate different tools and systems:
Zapier allows you to connect and integrate HubSpot with other tools and systems, such as email marketing platforms, project management tools, and social media networks. This can help you streamline your workflows and avoid the need to manually transfer data between different tools.

Expand HubSpot's capabilities:
Zapier enables you to connect HubSpot with over 1,000 other applications, expanding its capabilities and making it more versatile.

Cost-effective:
Zapier offers a range of pricing plans, including a free plan, making it a cost-effective solution for businesses of all sizes.
The Starter and free editions of HubSpot have limited workflow functionality. Only Professional and Enterprise editions extend the full capabilities of HubSpot Workflows.

Automate repetitive tasks:
Zapier allows you to automate repetitive tasks, such as sending emails or creating tasks in other tools, based on specific triggers in HubSpot. This can save you time and allow you to focus on more important tasks.

Customise your workflows:
With Zapier, you can create customised workflows based on your specific needs and requirements. You can choose which events trigger specific actions, and you can specify exactly what those actions should be.

Automate workflows:
Zapier allows you to automate repetitive tasks between HubSpot and other applications, freeing up your time to focus on more important tasks.
Zapier allows you to customize workflows to suit your specific business needs, enabling you to create personalized solutions that work best for your organization.

Save time:
By automating workflows, you can save time and reduce the need for manual data entry or switching between different applications.

Improve efficiency:
By connecting HubSpot with other applications, you can improve your business processes and increase efficiency across teams.

Reduce errors:
Automating workflows can help reduce the risk of errors that can occur when tasks are performed manually.

Improve customer experience:
By automating tasks such as lead capture or customer service tickets, you can improve your response times and provide a better customer experience.

Increase sales:
Automating sales processes such as lead scoring or deal creation can help your sales team close deals faster and increase revenue.

Centralize data:
By connecting HubSpot with other applications, you can centralize your data and ensure that it's always up-to-date and accurate.

Overall, using Zapier with HubSpot can help you streamline and automate your business processes, which can lead to increased efficiency and productivity

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How does Zapier work?

Zapier works by connecting two apps and creating a workflow between them. For example, you could connect HubSpot and Gmail so that whenever a new contact is added to HubSpot, Zapier will automatically send them a welcome email from your Gmail account.

To create a Zap, you need to choose a trigger app and an action app. The trigger app is the app that will initiate the Zap, and the action app is the app that will perform the action that you want to happen when your trigger runs.

Once you've chosen your trigger and action apps, you'll be asked to connect your accounts. Once your accounts are connected, you'll be able to test the Zap to make sure it's working properly. Once you've done that, your Zap will run automatically whenever the trigger event occurs.

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HubSpot & Zapier Tips

Use the "Filter" action to add conditions to your zap, so that it only performs an action if certain criteria are met.
For example, you could set up a filter to only send an email if the contact's country is the United States.
Use the "Delay" action to add a delay to your zap, so that it waits a certain amount of time before performing the action.
This can be useful if you want to give contacts a certain amount of time to complete an action before moving on to the next step in your workflow.
Make use of HubSpot's built-in integrations with Zapier.
There are many pre-built zaps available that you can use to easily connect HubSpot with other apps, such as Google Sheets, Slack, and Mailchimp.
If you're using multiple zaps, consider using the "Batch" action to group them together and perform them as a single unit.
This can be helpful if you want to ensure that certain zaps run in a specific order or if you want to reduce the number of API calls made to your apps.
Don't be afraid to experiment with different zaps and workflows.
Zapier is a flexible platform that allows you to create custom automation to fit your specific needs. So, try out different zaps and see what works best for your business."

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Examples of Zapier HubSpot triggers and actions

Here is a list of some common Zapier triggers and actions that you can use with HubSpot:

Triggers:

New contact added
New deal added
New company added
New ticket added
New calendar event added
New form submission

Actions:

Add/update contact
Add/update deal
Add/update company
Add/update ticket
Add/update calendar event
Add/update task
Send email
Post to social media

Note: This is just a small sample of the triggers and actions available with Zapier and HubSpot. There are much more available, depending on your specific needs and requirements.

google ads zapier hubspot triggers

What are some examples of HubSpot Zaps?

If you're looking for a way to automate your marketing and sales processes, Zapier is a great option. Zapier allows you to connect your HubSpot account to over 1,000 other apps, so you can automate tasks like sending emails, creating contact records, and adding new deals.

Here are a few examples of Zaps that you can create with HubSpot:

Whenever a new contact is added to HubSpot, Zapier can automatically send them a welcome email from your Gmail account.
Whenever a new deal is created in HubSpot, Zapier can automatically create a task in your to-do app so you can follow up with the customer.
Whenever a new blog post is published on your WordPress site, Zapier can automatically share it on your social media accounts.

Here are some examples of zaps that you could create using HubSpot as the trigger app:

Automatically send a welcome email to new HubSpot contacts using Gmail.
Trigger: New contact added to HubSpot Action: Send email via Gmail

Create a new task in Asana whenever a new deal is added to HubSpot.
Trigger: New deal added to HubSpot Action: Create a task in Asana

Post a tweet every time a new form submission is received in HubSpot.
Trigger: New form submission in HubSpot Action: Post a tweet on Twitter

Add new HubSpot contacts to a Mailchimp email list.
Trigger: New contact added to HubSpot Action: Add contact to Mailchimp email list

Create a new project in Trello whenever a new ticket is created in HubSpot.
Trigger: New ticket created in HubSpot Action: Create a project in Trello

Sync HubSpot contacts with Google Sheets.
Trigger: New contact added to HubSpot Action: Add row to Google Sheets spreadsheet

Send a Slack message to a specific channel whenever a new calendar event is added in HubSpot.
Trigger: New calendar event added in HubSpot Action: Send a message to Slack channel

Create a new lead in Salesforce whenever a new company is added to HubSpot.
Trigger: New company added to HubSpot Action: Create a lead in Salesforce

Add new HubSpot deals to a Google Calendar.
Trigger: New deal added to HubSpot Action: Add event to Google Calendar

Create a new contact in HubSpot whenever a new customer is added to your e-commerce platform.
Trigger: New customer added to e-commerce platform Action: Add contact to HubSpot

These are just a few more examples of the types of zaps that you can create using HubSpot as the trigger app. As you can see, there are many possibilities for automating your workflows and streamlining your processes using HubSpot and Zapier.

Short Steps for creating a Zap (workflow) with HubSpot using Zapier

Go to the Zapier website and sign in to your account.
Click the "Make a Zap" button in the top right corner.
Choose HubSpot as the trigger app.
Select the trigger event that you want to use to start your zap. For example, you might choose "New Contact Added" if you want to create a zap that runs whenever a new contact is added to your HubSpot account.
Connect your HubSpot account to Zapier. You'll need to enter your login credentials and give Zapier permission to access your data.
Test the trigger to make sure it's working properly.
Choose the action app that you want to use for your Zap. This could be any app that Zapier integrates with, such as Gmail, Slack, or Trello.
Select the action that you want to perform when the trigger event occurs. For example, you might choose "Send Email" if you're using Gmail as the action app, or "Create Task" if you're using Asana.
Connect your action app account to Zapier and test the action to make sure it's working properly.
Give your zap a name and turn it on.

Longer Steps for Creating a Zap (workflow) with HubSpot Using Zapier

To get started with Zapier, head over to zapier.com and sign up for a free account.
Once you've signed up, click on the "Make a New Zap" button in the top right corner of the screen.
On the next screen, you'll be asked to choose a trigger app.
This is the app that will trigger your Zap to run. We'll choose HubSpot as our trigger app.
Once you've chosen your trigger app, you'll be asked to choose a trigger.
This is the specific event that will cause your Zap to run. For our example, we'll choose the "New Contact" trigger.
On the next screen, you'll be asked to connect your HubSpot account to Zapier.
If you haven't connected your HubSpot account to Zapier before, you'll need to enter your HubSpot API key.
You can find this in your HubSpot account under Settings > Integrations.
Once you've connected your account, you'll be able to test the trigger to make sure it's working properly.
Once you've done that, click on the "Continue" button.
On the next screen, you'll be asked to choose an action app.
This is the app that will perform the action that you want to happen when your trigger runs. For our example, we'll choose Gmail as our action app.
Once you've chosen your action app, you'll be asked to choose an action.
This is the specific action that you want to happen when your trigger runs. For our example, we'll choose the "Send Email" action.
On the next screen, you'll be asked to connect your Gmail account to Zapier.
If you haven't connected your Gmail account to Zapier before, you'll need to enter your Gmail address and password.
Once you've connected your account, you'll be able to test the action to make sure it's working properly.
Once you've done that, click on the "Continue" button.
On the next screen, you'll be asked to choose a template for your email.
For our example, we'll choose the "Basic Template."
On the next screen, you'll be asked to enter the subject and body of your email.
You can use dynamic variables in both the subject and body of your email to personalise it for each contact.
For our example, we'll enter "Hello Subscriber" in the subject field and "Welcome to our company!" in the body field.
Once you're happy with your email, click on the "Continue" button.
On the next screen, you'll be asked to review your Zap and turn it on.
Once you're happy with your Zap, click on the "Turn Zap On" button.

That's it! Your zap will now run automatically whenever the trigger event occurs, and the specified action will be performed. You can also customize your zap by adding filters, delays, and other actions as needed.

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Summary

Zapier can be a great way to automate your workflows and save time. With Zapier, you can connect HubSpot to over 1,000 other apps and create workflows that will run automatically, so you can focus on your core business tasks.

In this blog, we discussed the use of Zapier and HubSpot for automating and streamlining business processes. HubSpot is a customer relationship management (CRM) platform that helps businesses manage and analyse customer interactions and data, while Zapier is an automation platform that allows users to connect different web applications and automate workflows between them. We covered the basics of how Zapier and HubSpot work, and provided some tips and examples of zaps that you can create using these tools. We also outlined the steps for creating a zap using HubSpot as the trigger app. Overall, Zapier and HubSpot can be powerful tools for businesses looking to increase efficiency and productivity by automating their workflows.

If you need any help, our team is always available to assist you

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