Syncing leads to HubSpot

When a HubSpot sync makes sense

Some businesses already run their sales process in HubSpot, while their marketing (social posts, landing pages, ads, lead forms) runs in AI Marketing Master. Rather than ask the sales team to change tools, the sync sends new leads across so they show up where sales already works.

What is sent

Because contacts are matched on email, sending the same lead again updates the existing contact instead of creating a new one.

• Email address, used to match the contact.
• First name and last name, split from the lead's name at the first space.
• Phone number.
• Only properties that your HubSpot account says exist and can be written. Hidden, calculated and read-only properties are left alone.

What is not sent

• Leads with no valid email address, since HubSpot matching needs one.
• Test leads, such as Google Ads test submissions.
• Leads marked as spam, and duplicates that were merged into another lead.
• Notes, tasks, stages, tags and form answers. These stay in AI Marketing Master.

Setting it up

• In HubSpot, create a private app and give it permission to read contact properties and write contacts. HubSpot's developer documentation explains private apps.
• Copy the token HubSpot shows you.
• In AI Marketing Master, open the CRM connection for the business and paste the token.
• The app checks the token straight away by reading your contact properties. If it cannot find a writable email property, it tells you instead of failing later.
• Once saved, the token is stored encrypted and never shown again. Leads start copying on the next 30-minute run, or press sync now.

Running and stopping the sync

The sync runs every 30 minutes and sends new and changed leads in small batches, so it stays light even on shared hosting. If HubSpot returns an error, such as an expired token, the error is saved on the connection so you can see what went wrong. You can pause the sync with a switch or disconnect it completely. Disconnecting removes the stored token from AI Marketing Master; it does not delete anything in HubSpot.

Why one way only

Two-way syncs between CRMs often create conflicts: who changed the phone number last, and which system wins? Keeping the flow in one direction means AI Marketing Master stays the place where marketing leads arrive, and HubSpot stays the place where your sales team works. If your team updates a contact in HubSpot, that change does not come back.