How many hours did your team spend exporting CSVs from your outreach tool to HubSpot last week? If the answer is anything other than zero, this guide is for you. Fragmented data and manual exports slow decisions and muddy attribution. Nearly half of marketers say fragmented data is a problem in their stack, which matches day to day reality for ops teams, according to the B2B Marketing fragmented data survey. A short setup video shows how to sync Instantly campaign activity directly into HubSpot with OutboundSync in a few minutes, so you avoid CSV workflows in the first place, as shown in the OutboundSync integration video. Users echo the time savings:
"It’s saved me so much time by putting everything, outreach and CRM in one easy-to-use platform" - G2 Great experience review
"The platform makes it easy to set up and run automated email sequences... and the CRM integration removes most of the manual work." - Trustpilot Simple to use review
Connecting Instantly to HubSpot bridges the gap between top of funnel outreach and your revenue pipeline. The walkthrough below shows a clean setup, direct lead sync, workflow automation, and field mapping that keeps your CRM accurate. You will also see how to route Instantly reply activity into HubSpot so sales never misses a follow up by using the Zapier Instantly event trigger or the OutboundSync integration.
What you will achieve with this integration
- Unified lead management. Import HubSpot lists directly into Instantly campaigns, end CSV pinball, and centralize replies in Instantly’s Unibox using the steps in importing leads from HubSpot.
- Automated follow ups and tasks. Use Instantly events to update HubSpot. Create contacts, update properties, and open tasks when a lead replies or is marked Interested. You can do this with the Zapier interested lead recipe, the Zapier New Event template, or the OutboundSync integration for deeper event logging.
- Clean data and clear attribution. Proper mapping with Email as the unique key keeps HubSpot contacts deduped and analytics trustworthy. HubSpot automatically dedupes contacts by email during imports and updates, as stated in HubSpot deduplication of records.
- Time savings that compound. HubSpot’s own trends show reps spend only about two hours a day actively selling, with about one hour on admin. Automating sync and status updates gives that hour back, per HubSpot sales statistics.
- Durable deliverability. Instantly includes unlimited email accounts and warmup across plans, plus automated Inbox Placement tests to protect sender reputation. That means your HubSpot reports reflect real inbox performance, as described on Instantly pricing and in Inbox Placement automated tests.
Prerequisites: what you need before you start
- Accounts
- An Instantly.ai workspace with access to Settings and Integrations.
- A HubSpot portal where you can install apps (Super Admin or App Marketplace Access), per connect and use HubSpot data sync.
- Permissions
- HubSpot Super Admin or App Marketplace permissions to connect apps.
- A HubSpot list or saved filter containing your target contacts
- Instantly imports from the list you pick. Dynamic lists keep your audience fresh, per importing leads from HubSpot.
- A field mapping plan
- Decide how Instantly columns map into HubSpot properties. Plan for Email, First name, Last name, Company, Title, and source tags.
Table 1. Prerequisites checklist
| Item | Owner | Ready |
|---|---|---|
| Instantly workspace with Integrations access | Ops | |
| HubSpot Super Admin or App Marketplace access | RevOps | |
| Target HubSpot list created and named | Marketing | |
| Field mapping plan documented | Ops |
Step by step setup: connecting Instantly to HubSpot
Follow these steps once. Time estimate is 10 to 15 minutes if you already have a HubSpot Private App.
- Connect HubSpot in Instantly
- In Instantly, open Settings, then Integrations. Click Connect HubSpot. Instantly will confirm the connection following the steps in how to connect HubSpot to Instantly.
Acceptance: Instantly shows HubSpot Connected.
- Import a HubSpot list into your campaign
- Open your target Instantly campaign. Go to Leads, click Add Leads, choose HubSpot, then select your HubSpot list. Confirm the mapping and click Upload all. Instantly checks for duplicates and blocklisted contacts, as shown in importing leads from HubSpot.
Acceptance: Leads appear in the campaign with mapped fields.
- Validate dedupe behavior in HubSpot
- Spot check a contact you imported. HubSpot dedupes by the Email property during imports and form based updates. This is your safety net against double records if your email values are consistent, per HubSpot deduplication of records.
Acceptance: Contact timeline shows one record with correct properties.
- Turn on activity sync and automations
- Choose your route:
- Native automation with Zapier. Use Instantly’s New Event trigger to create or update HubSpot contacts, set lead status, or open tasks whenever a reply is detected or a lead is marked Interested, using the Zapier New Event template.
- Deep activity logging with OutboundSync. Configure an Instantly webhook to OutboundSync to log sends, opens, clicks, bounces, replies, and status changes into the HubSpot contact timeline. Follow how Instantly webhooks work and the OutboundSync Instantly to HubSpot setup.
Acceptance: A test reply creates a visible activity or task in HubSpot.
Video walkthrough
- Related watching: Watch the 6 minute setup and mapping demo on the Instantly channel in the Instantly Demo Walkthrough by co‑founder video on YouTube.
Mastering field mapping for reliable data flow
Your mapping determines whether analytics and attribution are trustworthy. Use Email as the unique key, keep naming consistent, and capture campaign context. HubSpot dedupes contacts by email, which stabilizes reporting when properties are mapped cleanly, as described in HubSpot deduplication of records. For property setup and naming, refer to HubSpot create and edit properties. If you want to see event level context that enriches attribution, the OutboundSync integration video shows how Instantly events land on the contact timeline.
Best practice mapping
Table 2. Recommended field mappings
| Instantly field | HubSpot property | Notes |
|---|---|---|
| Unique identifier. Required for dedupe. See HubSpot deduplication of records. | ||
| First name | firstname | Standard HubSpot contact property. |
| Last name | lastname | Standard HubSpot contact property. |
| Company | company | Maps to Contact Company Name. Consider associating Companies via domain if you maintain company objects. |
| Title | jobtitle | Optional but useful for persona reporting. |
| Website or Domain | website or company domain | Use domain for company association and reporting. |
| Campaign name | Custom "Instantly campaign" (single line text) | Track source campaign across contacts. |
| Lead status in Instantly | lead_status or a custom property | Use a consistent taxonomy: Replied, Interested, Not interested, OOO, Wrong person. |
| Tags or segments | Custom multi select | Useful for routing and workflow filters. |
Tips
- Keep value vocabularies consistent, for example a single set of statuses for both tools.
- Do not overload Lifecycle stage during import. Map campaign and status first, then let workflows set Lifecycle.
- If you need advanced company association rules, add a HubSpot workflow that associates contacts by domain.
Three common use cases to automate your workflow
- Update HubSpot lead status when someone replies to your Instantly sequence
- What happens: Instantly detects a reply. A Zapier workflow fires on New Event and updates the contact’s Lead status. You can also add a task for the owner using the Zapier New Event template.
- Why it matters: Sales sees real time engagement in the CRM, with no manual entry. Reps spend more time selling and less time updating records, per HubSpot sales statistics.
- How to set it up: In Zapier, choose Instantly New Event as the trigger, filter for Reply received, action Update Contact in HubSpot, map the status, then optionally action Create Task.
- Create a HubSpot task when a lead is marked Interested in Instantly
- What happens: When you click Interested in Unibox, Zapier creates a HubSpot contact if needed, then opens a follow up task with due date and details. Instantly’s help guide includes a start to finish recipe in create a contact in HubSpot when a lead is marked Interested.
- Why it matters: You enforce same day follow up and remove context switching across inboxes. Unibox best practices are outlined in how to manage the Unibox, and users report time saved managing replies in one place in this Trustpilot it helped me to keep domain reputation… review.
- How to set it up: Trigger Instantly New Event with event type Lead is marked as interested, action Create Contact in HubSpot, then action Create Task tied to that contact.
- Attribute Instantly campaigns in HubSpot and enroll contacts into workflows
- What happens: OutboundSync logs sends, opens, clicks, and replies to the contact timeline and writes optional campaign metadata properties. HubSpot workflows watch for a campaign name or a status change and enroll contacts into a nurture or handoff flow. See the OutboundSync Instantly to HubSpot integration.
- Why it matters: You get campaign level reporting and end to end attribution. Ops can pause outreach from HubSpot based on deal stage or block lists using the same OutboundSync integration.
- How to set it up: Configure an Instantly webhook in Settings to send events to OutboundSync. Install the OutboundSync HubSpot app. In HubSpot, build a workflow that triggers when Instantly campaign equals Q3 Prospecting and status equals Replied.
Troubleshooting common issues
- Leads are not appearing in Instantly after import
Likely causes: wrong HubSpot list selected, or disconnected auth. Fix by checking the selected list, reconnecting HubSpot in Instantly, and confirming your OAuth connection. Then retry the import using the steps in importing leads from HubSpot. - Replies are not showing in HubSpot
If you use Zapier, confirm the Instantly New Event trigger is set to Reply received and that the Zap is on. If you use OutboundSync, verify your Instantly webhook is enabled and that OutboundSync activities are visible in the HubSpot timeline filters, using the Zapier New Event template and the guide on how Instantly webhooks work. - Data landed in the wrong HubSpot fields
Recheck the mapping during the Add Leads step in Instantly. Ensure property names match and that you are not overwriting Lifecycle stage. Consider adding custom properties for campaign context, following importing leads from HubSpot, the HubSpot guide to map your import columns to properties, and this short Instantly and HubSpot walkthrough on YouTube. - Duplicate contacts created in HubSpot
Use Email as the unique key in your mapping. HubSpot automatically dedupes by Email during imports, and you can use the duplicate management tool or a marketplace dedupe app if needed. See HubSpot deduplication of records and the HubSpot Marketplace page for duplicate management apps. - Deliverability concerns break reporting
Review your Inbox Placement tests and warmup settings. Instantly’s automated placement tests and unlimited warmup help stabilize inboxing so HubSpot reports reflect real engagement, as described in Inbox Placement automated tests. For a deeper primer, watch Instantly’s Ultimate guide to cold email deliverability.
What you get by integrating
- Unified lead management with direct list imports and a single reply inbox.
- Automated follow ups from reply to task creation.
- Clean data with email based dedupe and planned mapping.
- Clear attribution from campaign to revenue with timeline events and workflow triggers, using importing leads from HubSpot, HubSpot deduplication of records, and the OutboundSync Instantly to HubSpot integration.
A clean Instantly and HubSpot integration replaces manual exports with a reliable, automated system. Leads flow from HubSpot lists into Instantly campaigns. Replies are triaged in one Unibox. Status updates, tasks, and activity logs appear in HubSpot without busywork. Your team reclaims the admin hour that HubSpot’s trends highlight and puts it back into selling, as shown in HubSpot sales statistics. Start a free Instantly trial, connect your HubSpot portal, and run the checklist above to see the lift in your own pipeline.
FAQ
Q: Does Instantly.ai have a native HubSpot integration
Yes. You connect HubSpot in Instantly under Settings and Integrations, then import HubSpot lists into campaigns. Many teams add Zapier or OutboundSync for event level logging and CRM automations. See the HubSpot connection guide, the Zapier Instantly to HubSpot template, and the OutboundSync integration.
Q: What HubSpot permissions are required
You need Super Admin or App Marketplace Access to install apps (Installs are OAuth). A Private App is only needed for custom API work, per connect and use HubSpot data sync and create Private Apps.
Q: How do I map custom fields from Instantly to HubSpot
During Add Leads from HubSpot, confirm mapping for each column. Create custom HubSpot properties for Instantly campaign or tags. Always keep Email as the unique key, using importing leads from HubSpot and HubSpot deduplication of records.
Q: Will this create duplicate contacts in my CRM
Use Email as the unique key and rely on HubSpot’s automatic dedupe by Email. For deeper cleanup, use HubSpot’s duplicate management or a marketplace tool such as those listed under duplicate management apps and the guidance in HubSpot deduplication of records.
Q: Do I need Zapier or Make
The native connection imports lists from HubSpot. To push Instantly events into HubSpot, use webhooks with OutboundSync (deep timeline logging) or automations via Zapier/Make. See the Zapier interested lead recipe, the Make integration, and the OutboundSync integration.
