Automate Smartsheet & HubSpot

Stop paying for mismatched spreadsheets. Sync data between Smartsheet and HubSpot 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 ["Smartsheet"]
        T1(["Copy Folder — Destination workspace folders"])
    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 ["HubSpot"]
        A1(["Add Contact to List"])
    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 Smartsheet and Hubspot operate independently, project updates in Smartsheet often fail to reflect in Hubspot, leading to lost opportunities. For instance, if a project manager updates the status of a task in Smartsheet, the sales team in Hubspot remains unaware of these changes, resulting in miscommunication. This disconnect forces team members to manually cross-reference data, wasting hours each week on tasks that could be automated, such as updating deal stages based on project progress.

Top Ways to Automate Smartsheet & HubSpot

Automated Lead Tracking: Seamlessly sync leads from HubSpot to Smartsheet, ensuring that your project teams have the most up-to-date information on potential clients, enabling timely follow-ups and improved conversion rates.
Real-Time Project Updates: Automatically update project status in Smartsheet based on HubSpot activity, allowing marketing and project management teams to stay aligned and react swiftly to changes in client engagement.
Centralized Reporting: Generate comprehensive reports that pull data from both Smartsheet and HubSpot, providing insights into project performance and marketing effectiveness, all in one place for better decision-making.

How to Build the Smartsheet → HubSpot Sync

Set up a webhook in Smartsheet to listen for changes on the 'Project Status' column by configuring the Standard Webhook settings.
In the webhook configuration, specify the endpoint URL that will handle the incoming POST requests, ensuring it points to your server that processes the data.
Extract the payload data from the webhook, focusing on the 'projectId', 'status', and 'updatedAt' fields.
Use the Hubspot API to insert or update records by sending a POST request to the '/crm/v3/objects/deals' endpoint.
In the API request body, map the extracted data: set 'properties.projectId' to the value of 'projectId', 'properties.status' to the value of 'status', and 'properties.updatedAt' to the value of 'updatedAt'.
Test the integration by updating a project status in Smartsheet and verifying that the corresponding deal in Hubspot reflects the change.

Developer Warnings & API Gotchas

Ensure that the 'projectId' in Smartsheet matches the 'dealId' in Hubspot; mismatches can lead to incorrect data being updated or created.
When mapping the 'status' field, confirm that the values in Smartsheet correspond to the predefined options in Hubspot; otherwise, the API call will fail.
Be cautious of time zone differences when handling the 'updatedAt' field; discrepancies can cause confusion in reporting and analytics.

Supported API Operations

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

When this happens in Smartsheet... Copy Folder — Destination workspace folders

Do this in HubSpot Add Contact to List
When this happens in Smartsheet... Copy Folder — Source workspace folders

Do this in HubSpot Add Contact to Workflow
When this happens in Smartsheet... Fetch Custom Actions

Do this in HubSpot Create Associations
When this happens in Smartsheet... Get Folders

Do this in HubSpot Create COS Blog Post
When this happens in Smartsheet... Get Reports

Do this in HubSpot Create CRM Object

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