Introduction
Integrating HubSpot with Karbon enables seamless syncing of companies and contacts, helping you create a complete client lifecycle management experience—from client acquisition to service delivery. This guide walks you through the steps to connect HubSpot and Karbon efficiently.
Before You Connect
This integration can permanently overwrite your client data in Karbon. If your Karbon data is overwritten by HubSpot data, it may not be recovered.
Prior to connecting HubSpot, we recommend:
Reviewing your HubSpot data before syncing it to Karbon and trialing the sync with a subset of records first.
Assessing whether you want all existing Companies and Contacts to be synchronized to Karbon, or only those updated in HubSpot after the connection is made.
Reviewing your custom fields to see which ones would make sense to synchronize to existing Karbon fields.
Ensuring names and email addresses are correct and that any existing records in both platforms match—otherwise, duplicate records may be created.
Prerequisites
Before getting started, ensure you have the following:
An active HubSpot account with admin access
A Karbon account with admin permissions
Steps
Log in to Karbon
Navigate to Settings > Connected Apps in Karbon.
Locate the Karbon Integrations option, choose Manage
Connect to HubSpot
Here you'll see HubSpot listed as one of the integration options in Integration Library:
Click on the HubSpot tile account, this will bring up a modal that allows you to connect and configure the integration:
Authorize Karbon to access your HubSpot data. If you're not logged into HubSpot, you'll be prompted to sign in. Follow the steps to grant Karbon access to your HubSpot data and authorize Karbon within your account to complete the integration.
Set up your default country for phone numbers. Some older HubSpot records may not include a country code in phone numbers, so you'll need to select a default country in Karbon to ensure accurate syncing.
Configure Sync Settings
Choose whether to sync all existing contacts or only new updates moving forward.
Note: If you have a large number of contacts or are unsure how the data will interact with your existing Karbon records, we recommend leaving the "Sync existing Companies and Contacts on connection" setting disabled.
Once your settings are configured, the Next button will highlight, allowing you to proceed.
Company Sync:
In the company sync settings, configure the following:
Whether Companies will be synced to Karbon - we recommend only Companies that are active clients are synchronized to Karbon.
Which (if any) HubSpot Lifecycle Stages a Company must be set to in order to sync to Karbon
Which HubSpot Custom Fields can sync to Karbon fields (see the Custom Field Mapping section below for more details). To add a field select the large "Add a HubSpot <> Karbon Mapper" button. To remove a mapped field, use the Trash Can icon on the right hand side of the dropdowns
Note: In the case of the Custom field mapping - the Client Owner and Client Manager fields may be a HubSpot User, a name that matches the User Name in Karbon or an email that matches the User account email in Karbon.
If the supplied value is not a Karbon user, it will be ignored.
Contact Sync:
Similar to the company sync, configure the contact sync options:
Decide which Contact records will be synced to Karbon.
HubSpot contact data will sync to Karbon, including First Name, Last Name, Email, and Phone Number.
You can also map additional fields like BirthDate and DeathDate for contacts, if necessary.
Importing, matching and creating records
Matching and Syncing Records to Karbon: A record will be synced to Karbon under the following conditions:
Lifecycle Stage: The Lifecycle Stage in HubSpot must match one of the stages configured for sync in the integration settings. If the Lifecycle Stage doesn't match, the record will not be synced.
Required Data: The record must include the necessary identifying data:
For Companies: A Name is required for the sync.
For Contacts: At least a First Name or Last Name is required for the sync.
Matching Criteria: The integration attempts to match records using both the Name and Email address. If both are available in the HubSpot record, the system will prioritize matching both fields.
Example: A HubSpot Company record with the Name "ACME Corporation" and the email "acme@example.com" will attempt to match with a Karbon Organization having the same name and email address.
Example: A HubSpot Contact record with the Name "Erica Plum" and the email "ep@example.com" will attempt to match with a Karbon Person with the same name and email.
Example: A HubSpot Contact record with the first name "Trevor Zhang" but no email address will attempt to match with a Karbon Person having the same name.
Note: This integration has no concept of a partial match of HubSpot data.
If both the email and name are populated in HubSpot but only one or the other is present in in Karbon, the matching will fail.If only the name is present in HubSpot, then the integration may match a Karbon record that has both a name and email address.
Matching and Updating Records
Where the Organization or Person record matches and there is an existing record in Karbon, the integration will only update the Karbon record if it has not already been updated in the last 5 minutes.
Note: The fields that will be automatically updated in Karbon are listed below in the Fixed field mapping section.
Creating Records
If no match is found for the record, the integration will create a new record in Karbon using the data from HubSpot.
Important Note: Variations in spelling or missing names and email addresses may lead to the creation of duplicate records. It's crucial to verify the existing records in both HubSpot and Karbon before syncing to avoid this issue.
Linking People and Organizations
When a HubSpot Contact record includes a reference to a Company (i.e., it is associated with an Organization), and that Company exists in Karbon, the integration will automatically create a Business Card record in Karbon. This will link the Person and the Organization.
Fixed Field Mapping
Some fields from HubSpot are mapped to fixed fields in Karbon for Organizations and People. These fields include:
Organizations:
Name
People:
First Name and Last Name
Email
Phone
Address
City
State (mapped to State/Province/Country)
Zip Code (also referred to as Post Code)
Role or Title
Custom Field Mapping
HubSpot custom fields can be mapped to specific Karbon fields, but the available fields differ between Karbon Organizations and People.
The exact list of custom fields in the HubSpot fields dropdown will depend on how your HubSpot instance is configured.
The complete list of field mappings and valid values is as follows:
BirthDate: ISO8601 style date stamp (e.g., for January 5, 1997, the field must be in the format
1997-01-05, only valid for Contacts).DeathDate: Same format as BirthDate, only valid for Contacts.
OrganizationKey or ContactKey: The Karbon permakey (useful if the Karbon key is already stored in HubSpot and you don't want the integration to search for a match).
Client Owner/Client Manager: This can be a HubSpot User ID, Name, or Email address. If the data does not match an active Karbon User, it will be ignored.
Karbon Contact Type: This must match an active Karbon Contact Type (e.g., "Client").
Custom Identifier: A unique identifier. If a duplicate is found in Karbon, the record will fail to update.
Financial-Year End Day: A number between 1 and 28, 30, or 31 (depending on the month).
Financial-Year End Month: A number between 1 and 12 denoting the month in which the financial year ends.
Incorporation Date: Date format similar to BirthDate.
Legal Name: The legal name of the Organization or Contact.
Tax Country Code: A two-letter ISO country code (e.g., US, AU, CA) specifying the tax country of the Organization or Contact.
Trading Name: The trading name of the Organization or Contact.
Annual Revenue: A numerical value representing the annual revenue of the Organization or Contact.
Industry: The industry in which the Organization or Contact operates.
Disconnecting the Integration
You can pause or completely deactivate the integration by selecting the integration and then following the "..." menu beside the Reconfigure button.
Pausing the Integration:
This will suspend any syncing activity while leaving your configuration intact. Once paused, the menu will update with an option to unpause the integration.
Deactivating the Integration:
This will delete the entire configuration and stop all syncing activities. When selecting this option, you will be prompted to confirm your choice.
Any existing records that have been added or updated in Karbon will be kept, regardless of whether the integration is paused or deactivated.