Automate HubSpot & Smartsheet

Stop paying for mismatched spreadsheets. Sync data between HubSpot and Smartsheet 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 ["Smartsheet"]
        A1(["Add Attachment to Row"])
    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 Smartsheet operate in isolation, the marketing team often faces delays in project updates. For instance, when a lead status changes in Hubspot, the sales team manually updates the project status in Smartsheet, risking outdated information. This manual entry not only consumes valuable time but also leads to potential errors, such as incorrect project timelines, causing the project management team to misallocate resources and miss deadlines.

Top Ways to Automate HubSpot & Smartsheet

Automated Lead Management: Instantly sync leads captured in HubSpot to Smartsheet for real-time project tracking, ensuring that your sales team has immediate access to the latest information without manual entry.
Campaign Performance Reporting: Automatically generate performance reports in Smartsheet based on HubSpot campaign data, allowing for quick analysis and informed decision-making without the need for cumbersome data exports.
Task Assignment and Follow-ups: Create automated workflows that assign tasks in Smartsheet based on HubSpot interactions, enabling timely follow-ups and ensuring that no lead is left unattended.

How to Build the HubSpot → Smartsheet Sync

In Hubspot, navigate to the 'Webhooks' section and create a new webhook that triggers on the 'Lead Status Change' event.
Set the webhook to send a POST request to your designated endpoint, including the lead's ID, name, and new status in the payload.
On your server, set up an endpoint (e.g., /api/hubspot/lead-status) to listen for incoming requests from Hubspot.
Extract the relevant data from the incoming payload: 'lead_id', 'lead_name', and 'lead_status'.
Construct a JSON object with the extracted data, mapping it to Smartsheet's required fields: { 'id': lead_id, 'name': lead_name, 'status': lead_status }.
Use the Smartsheet API endpoint /sheets/{sheetId}/rows to POST the constructed JSON object, ensuring it inserts a new row or updates an existing one based on the lead ID.

Developer Warnings & API Gotchas

Ensure that the lead status values in Hubspot match the predefined status options in Smartsheet; otherwise, you may end up with incorrect status entries.
Be cautious of the data types; Hubspot may send status as a string while Smartsheet expects a specific enum value, leading to failed inserts.
When updating existing rows in Smartsheet, verify that the lead ID exists; attempting to update a non-existent row will result in an error response from the API.

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 Smartsheet Add Attachment to Row
When this happens in HubSpot... CRM Object Property Recently Updated

Do this in Smartsheet Add Discussion to Row
When this happens in HubSpot... CRM Object Recently Created

Do this in Smartsheet Add Row to Sheet
When this happens in HubSpot... CRM Object Recently Updated

Do this in Smartsheet Copy Folder
When this happens in HubSpot... Company Recently Created or Updated

Do this in Smartsheet Copy Row

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