SyncMatrix.
HubSpot logo + Procore logo

Automate HubSpot & Procore

Stop paying for mismatched spreadsheets. Sync data between HubSpot and Procore in real-time, so you can manage your operations without the busywork.

Get This Workflow Built
Custom API Integration
Secure Data Transfer
Done-For-You Setup

How the Data Flows

graph LR
    subgraph Source ["HubSpot"]
        T1(["All Forms List"])
    end
    
    subgraph Middleware ["Enterprise Integration Core"]
        W[CRON API
Poller] --> V{Validation
& Auth}
        V -->|Fail| DLQ[Dead Letter
Queue]
        V -->|Pass| Map[Data Mapping
& Transformation]
        Map --> Retry[Rate Limiting
& Retries]
    end
    
    subgraph Target ["Procore"]
        A1(["Create Bid Board Project"])
    end

    T1 -->|JSON Payload| W
    Retry -->|Authenticated API POST| A1

    style Source fill:transparent,stroke:#cbd5e1,stroke-dasharray: 5 5
    style Target fill:transparent,stroke:#cbd5e1,stroke-dasharray: 5 5
    style Middleware fill:#f8fafc,stroke:#94a3b8,stroke-width:2px
    style T1 fill:#3b82f6,stroke:#fff,stroke-width:2px,color:#fff
    style W fill:#1f2937,stroke:#fff,stroke-width:1px,color:#fff
    style V fill:#1f2937,stroke:#fff,stroke-width:1px,color:#fff
    style Map fill:#1f2937,stroke:#fff,stroke-width:1px,color:#fff
    style Retry fill:#1f2937,stroke:#fff,stroke-width:1px,color:#fff
    style DLQ fill:#ef4444,stroke:#fff,stroke-width:1px,color:#fff
    style A1 fill:#e11d48,stroke:#fff,stroke-width:2px,color:#fff
When Hubspot and Procore operate independently, project managers often face significant delays due to manual data entry. For instance, when a new lead is captured in Hubspot, the corresponding project details must be manually entered into Procore, leading to potential errors in project timelines and budgets. This not only wastes valuable time for the sales team but can also result in miscommunication with the construction team, ultimately affecting project delivery and client satisfaction.

Top Ways to Automate HubSpot & Procore

  • Automated Lead Management: Instantly sync leads from HubSpot to Procore, ensuring that project managers have access to the latest client information, enabling timely follow-ups and improved project planning.
  • Real-Time Project Updates: Automatically update project statuses in HubSpot based on changes in Procore, providing sales teams with up-to-date information that enhances client communication and reduces the risk of misalignment.
  • Streamlined Reporting: Generate comprehensive reports that pull data from both HubSpot and Procore, allowing stakeholders to analyze project performance and sales metrics in one unified dashboard, improving strategic decision-making.

How to Build the HubSpot → Procore Sync

  1. In Hubspot, set up a Standard Webhook that triggers on the 'Contact Creation' event.
  2. Configure the webhook to send a POST request to your middleware service, including the contact's ID, name, email, and any relevant project data in the payload.
  3. In your middleware, extract the necessary fields from the Hubspot webhook payload, particularly the contact's ID and project details.
  4. Use the Procore REST API to insert this data into the appropriate project. Specifically, POST to the '/projects/{project_id}/contacts' endpoint, ensuring you include the contact's name and email in the JSON body.
  5. Verify the response from Procore to ensure the contact was created successfully, and handle any errors accordingly.

Developer Warnings & API Gotchas

  • Ensure that the contact's email address in Hubspot is unique; otherwise, Procore will reject the insert request, leading to data inconsistencies.
  • Be aware of the required fields for Procore's contact creation; missing fields can cause the API to fail without clear feedback.
  • When mapping project data, confirm that the project ID in the Hubspot payload matches an existing project in Procore; mismatches will result in failed API calls.

Supported API Operations

We leverage official, stable endpoints to ensure secure data transfer. No deprecated legacy routes.

  • When this happens in HubSpot... All Forms List
    Do this in Procore Create Bid Board Project
  • When this happens in HubSpot... CRM Object Property Recently Updated
    Do this in Procore Create Budget Change
  • When this happens in HubSpot... CRM Object Recently Created
    Do this in Procore Create Budget Line Item
  • When this happens in HubSpot... CRM Object Recently Updated
    Do this in Procore Create Call Log
  • When this happens in HubSpot... Company Recently Created or Updated
    Do this in Procore Create Catalog Item

SyncMatrix Experts

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I can see you're looking at mapping HubSpot to Procore. Tell me about your current setup—what's the specific bottleneck you're trying to automate right now?