Instantly & HubSpot Integration is now live. You can now connect HubSpot directly to Instantly Automations and enable two-way lead sync and automation between your CRM and outbound workflows.
Your CRM is no longer just a system of record — it’s now a system of action.
Sync contacts from HighLevel into Instantly
Automatically push key Instantly events back to HighLevel
Positive replies
Status changes
Engagement outcomes
Eliminate manual exports and broken handoffs between sales and marketing
In this article, we will guide you through the HubSpot integration in Instantly's automations.
Step 1: Create Your Automation
Go to the Automations tab
Click 'Add New' to create a new automation workflow
Design your workflow
Re-center, and navigate large automations easily
Managing Your Automations
You can easily manage the automations by clicking the three dots(...), re-center, and navigate large automations easily:
Settings: Rename the automation or add a description.
Save: Save the changes
Duplicate: Duplicate the automation
Share: Share the automation
History: Check the execution history of the automation workflow
Delete: Delete the automation
Step 2: Configure Your Automation Schedule
Before configuring triggers, you can set the schedule for your automations to run. You can customize the following options:
Frequency
Timezone
Repeat every X days
Time of Day
Run only on weekdays(Mon - Fri)
Step 3: Add a Trigger
You can add different triggers from HubSpot, Instantly, HighLevel, Trigify, and RB2B. One trigger can run multiple actions in a single flow.
Trigger event for Instantly:
Lead interest status changed
Campaign finished for lead
Lead added to list
Lead replies
Trigger event for HubSpot:
Contact created, updated, deleted
Deal created, updated, deleted
Tasks, notes, communications (email, SMS) created
Conversation created
New message in conversation
Deal association changed
Account: If you don't have a HubSpot account connected, click 'Add new' to connect your HubSpot account.
Click 'Continue' to the next step
Step 4: Add Conditional Branching (If/Else Logic)
You can now add logic inside your workflows. Conditional branching is the simple “if this, then that” logic inside a workflow.
If the condition matches → Action A happens next
If the condition does not match → Action B happens next
The workflow makes the decision automatically based on the data: different data → different action → fully automated.
Example:
If lead has a corporate domain → send Slack alert to a specific channel
If lead uses Gmail/Hotmail → send to a different channel
Step 5: Add Actions
After setting up the triggers and selecting the connected accounts, you can add an action to be performed in HubSpot, Instantly, or other available apps.
Actions inside HubSpot:
Create or update contact
Create message
Create task
Create note
Actions inside Instantly: Add lead to list, Add lead to campaign
Actions inside Slack: Send message
Note: When creating notes in HubSpot, please use the contact’s HubSpot ID instead of the contact’s email address. To find the ID, open the contact in HubSpot and check the address bar at the top of your browser — the contact ID is included in the URL.
Once you select the actions, click 'Continue':
Map Variables: Enter / to map the variables: Email, First name, Last Name, Phone, Company Name, Website, Job Title
Configure Details: Enter message, note, or task details
Step 6: Test and Activate
After configuration, click 'Continue' to test the event and confirm that the selected action can be completed successfully.
Below is an example of the test result for a contact created in HubSpot: Upon receiving the Data Out result, you can check if the sample contact has been created in HubSpot.
You can now activate the workflow by toggling the switch on and check the execution history of the automation workflow to verify its success.
