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HubSpot Integration in Automations

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 HubSpot into Instantly

  • Automatically push key Instantly events back to HubSpot

    • 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

  • Undo / Redo: Revert or reapply your most recent changes

  • Zoom In / Out: Adjust the canvas view

  • Re-center view: Automatically scales and positions the canvas to show all nodes

  • Run Test: Execute the workflow manually to test triggers and actions

  • Paused/Active Toggle: Pause or activate the workflow

  • Three dots:

    • Settings: Rename the automation or add a description

    • Re-arrange: Reset the positions of all nodes

    • Save: Save the changes

    • Duplicate: Duplicate the automation

    • History: Check the execution history of the automation workflow

    • Delete: Delete the automation

Step 2: Add a Trigger

You can add different triggers from HubSpot, Instantly, or other available apps. One trigger can run multiple actions in a single flow.

  • Trigger event for Instantly:

    • Lead Interest Status Changed

    • Lead Unsubscribed

    • Any Positive Label

    • Any Negative Label

    • Lead Added to List

    • Lead Replies

    • Campaign Finished for Lead

    • Campaign Completed

    • SuperSearch Enrichment Completed

    • Email Account Error

    • Email Sent

    • Email Bounced

    • Email Opened

    • Email Link Clicked

  • 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

    • Record created, updated

  • Account: If you don't have a HubSpot account connected, click 'Add new' to connect your HubSpot account.

  • Click 'Continue' to the next step

Built-in steps for triggers

  • Instantly AI Voice Agent: Place outbound phone calls from your AI voice agents directly inside a workflow.

  • Manual Trigger: Trigger workflows manually by clicking Run.

  • RSS: Trigger workflows from new RSS or Atom feed items, and read feeds on demand.

  • Schedule: Trigger workflows at specific times or intervals.

  • Webhook: Trigger workflows when an HTTP request is received.

  • Website Visitors: Trigger workflows when website visitors are identified.

Step 3: 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

  • Send event

  • Create or update record

  • Find contact(to get HubSpot Contact ID)

Actions inside Instantly

  • Add lead to list/Add lead to campaign

  • Update lead interest status

  • Move leads/Move lead to subsequence

  • Get/Update/Create/List/Merge/Delete lead

  • Bulk assign leads

  • Delete leads (Bulk)

  • Create/Update/Delete/Get/List lead list

  • Get lead list verification stats

  • Create/Update/Delete/List/Get lead label

  • Remove lead from subsequence

  • Pause/Resume/Duplicate subsequence

  • Create/Update/Delete/Get/List subsequence

  • Get subsequence sending status

  • Pause/Activate/Get/Update/Delete/Duplicate campaign

  • Add campaign variables

  • Create/List campaign

  • Find campaign by contact

  • Export/Share campaign

  • Get campaign analytics overview/Get campaign analytics/Get campaign analytics daily/Get campaign analytics steps/Get campaign analytics bounces

  • Get campaign sending status

  • Get campaign count launched

  • Get top campaigns for replies

  • Get top campaigns to improve

  • Create/Update/Delete/List variables

  • Get first lead variable values (bulk)

  • Create/Update/Delete custom tag

  • Toggle tag on resources

  • Get/List custom tags

  • Create/Update/Delete/Test/Resume/List/Get Webhook

  • List webhook events

  • Delete/Duplicate/Execute/List/Get Automation workflow

  • Cancel/Retry/Get workflow execution

  • Pause/Resume/Connect/Bulk connect/Update/Delete/Enable/Disable/Get/List account

  • Mark Account fixed

  • Get account analytics/Get account warmup analytics

  • Create/List DFY email account order

  • List/Cancel DFY accounts

  • Check domain availability

  • Generate similar domains

  • Pre-warmed domain list

  • Add/Update/Delete/List/Get blocklist entry

  • Download blocklist

  • Verify/Forward/List/Get/Update/Delete email

  • Get unread email count

  • Mark thread as read

  • Get verification result

  • List audit logs

  • List/Get background job

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, and custom variables).

  • Configure Details: Enter message, note, task, or other details

Built-in steps for actions

  • AI: Run an LLM prompt inside your workflow — classify replies, score leads, generate content, or route on AI output.

  • Add Log Message / Debug Log: Add log messages to inspect workflow data during tests and runs

  • Data Transform: Parse, transform, and format JSON and text data.

  • Execute Code: Run custom code in a secure sandbox to transform data inside your workflow.

  • HTTP Request: Push data from Instantly to external APIs.

  • Instantly AI Voice Agent: Place outbound phone calls from your AI voice agents directly inside a workflow.

  • RSS: Trigger workflows from new RSS or Atom feed items, and read feeds on demand.

  • Utility: Utility building blocks for workflows.

  • Web Crawler: Scrape, crawl, and extract data from any website.

  • Web Research

  • Condition(If/Else Logic): Split the flow into TRUE and FALSE branches based on rules.

  • Delay: Pause the workflow for a set amount of time before continuing.

  • Paths / Switch: Route through multiple named paths, checked in order. Use Condition for a simple yes/no split.

  • Human Approval: Pause the workflow until a human approves or rejects it.

Step 4: 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.

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