The HubSpot integration transfers customers (Companies), contacts, and deals from HubSpot to ZEP. HubSpot is the leading system for all synchronized data.
Data direction: HubSpot → ZEP
Product line availability
Note: The HubSpot integration is available in ZEP Compact and ZEP Professional. It is not included in ZEP Clock.
Prerequisites
To set up the integration, you need:
A HubSpot account with administrator rights
Administrator access in ZEP
Access to Administration > Interfaces > HubSpot
Setting up the integration
Create a private app in HubSpot
Create a private app in HubSpot: Settings > Integrations > Private Apps → Create a private app
Set the name to “ZEP” and activate the following permissions (scopes):
crm.lists – Read & Write
crm.objects.companies – Read & Write
crm.objects.contacts – Read & Write
crm.objects.deals – Read & Write
After creating the app, copy the Access Token.
Authentication method
ZEP supports two authentication methods for the HubSpot connection:
Access Token: Paste the Access Token from your HubSpot private app directly into ZEP. This method works for most setups.
OAuth 2.0: Enter the Client ID and Client Secret of a HubSpot OAuth app into ZEP. ZEP will redirect you to the HubSpot authorization page to confirm the connection.
Import settings
Define which time period should be considered for the data import:
Full import: All records from HubSpot are imported.
Since last successful import: Only changes since the last import are transferred.
Import from [date]: The import starts from a date you specify.
Configure deals as projects
To automatically create HubSpot deals as projects in ZEP, enter the desired HubSpot deal stage IDs in the settings:
Empty: No deals are synchronized as projects.
all: All deals are created as projects in ZEP.
Specific stage IDs: Only deals in the specified stages are created and synchronized as projects, as long as they remain in those stages.
Tip: Find deal stage IDs in HubSpot under Sales > Deals > Board Actions > Edit stages → ‹/› icon next to the stage.
Also define which date from the HubSpot deal should be used as the project start date in ZEP:
Deal creation date: The date the deal was created in HubSpot.
Deal close date: The planned or actual close date of the deal.
Data transfer
Companies as customers
After setup, HubSpot synchronizes the following customer master data to ZEP:
Company name
Customer number (HubSpot ID)
Phone number
Address
Website
Remark
Contacts
The HubSpot customer ID is used as the customer number, which is immutable in HubSpot. The customer number can be changed in ZEP – synchronization will continue to work.
If not all customers should be transferred, create a custom field “ZEP” in HubSpot. If this field contains “No” or “Nein”, the customer will not be transferred.
Contacts as customer contacts
Contacts are a separate object in HubSpot – they can be created and managed independently of Companies, but are typically linked to one. ZEP imports HubSpot Contacts as customer contacts and assigns them to the matching customer based on the associated Company.
The following fields are transferred:
First and last name
Email address
Phone number
Deals as projects
When deal stages are configured, ZEP creates projects from HubSpot deals. The following fields are transferred:
Short form (HubSpot Deal ID)
Name (Deal Name)
Customer (associated Company)
Project start date (creation or close date depending on configuration)
The HubSpot Deal ID is used as the short form. This can be changed in ZEP – synchronization is not affected.
Synchronization
Set up synchronization in ZEP under Administration > System > Tasks. Create a new task of type HubSpot to run the import automatically at regular intervals.
HubSpot is the leading system for all imported data. Customer master data cannot be changed in ZEP while the connection to HubSpot is active.
To stop synchronization for individual customers, click “Remove HubSpot Customer Flag” in the customer master data. The connection can be restored via “Import from HubSpot Customer”.
The same applies to projects: “Remove HubSpot Project Flag” stops synchronization; “Import from HubSpot Projects” restores it.
For projects from HubSpot to be bookable in ZEP, tasks and project employees must still be assigned.