Integrating HeadQ with HubSpot CRM allows seamless data transfer and synchronization between the two platforms. With this integration, you can export leads, quotes, orders, contacts, and companies from HeadQ to HubSpot. Additionally, you can update product information from HubSpot to HeadQ. This integration streamlines your business processes, ensuring that all your important data is accurately reflected in both systems, enhancing efficiency and providing a unified view of your customer interactions and sales pipeline.
Step-by-Step Guide
- Go to the settings section in HeadQ.
- Choose "Integrations" from the menu.
- Click on "Add New Integration."
- Select whether you want to create a "HubSpot CRM Integration" or a "HubSpot Product Integration."
- Decide if you want to synchronize the entire history of leads, quotes, and orders from HeadQ to HubSpot or only new ones.
- If you have previously manually created records in HubSpot, it would be best for you to not synchronize the history to avoid duplication.
- Choose the HubSpot account you want to integrate with HeadQ.
- Follow the prompts to authorize and approve the integration within your HubSpot account.
- Determine which records you want to import from HeadQ to HubSpot.
- Specify the Deal stage in HubSpot where these records should be placed.
- If you are using Line Items in HubSpot, the integration will utilize them.
- If Line Items are not used, the details of leads, quotes, and orders will be included in the Deal description.
- Important considerations for Line Items:
- If the purchased product/variation has an SKU, the integration will search for the corresponding product in HubSpot and create a Line Item.
- A custom product will be created as a Line Item if no matching SKU is found.
- Note that the Deal description field is not enabled by default in HubSpot.
- Go to your HubSpot settings and make this field visible to ensure that all relevant information is displayed.
- Repeat the previous steps when creating a product synchronization, but choose "Product Integration" in step 2.
- Fields that will be synced from HubSpot to HeadQ for products are:
- product_id
- name
- description
- price
- hs_sku
- hs_images
General Considerations for Integration
- You can toggle the integration on or off using the "Status" button.
- The CRM Integration updates every 5 minutes. If you do not see the data immediately after enabling the integration, please wait a few minutes.
Lead Object Synchronization (New)
- Sync leads to the Lead pipeline instead of the Sales pipeline
- Leads can now be created and tracked under HubSpot’s dedicated Lead object and pipeline, giving your sales team a clearer overview of early-stage opportunities.
- Use new custom properties for enriched lead data:
- Description – A short summary or note about the lead.
- Source URL – The HeadQ page where the lead originated.
- Potential amount – The estimated monetary value of the lead opportunity.
Permissions and Connection Renewal
- Navigate to your HeadQ HubSpot integration settings.
- Click the three dots (⋮) menu after the integration
- Select “Renew connection.”
Field mapping (New)
HeadQ’s HubSpot integration now supports flexible field mapping, allowing you to control how data is synced between HeadQ and HubSpot.
Automatic mappings
When the integration is enabled, a set of default mappings is created automatically for:
-
- Companies
- Contacts
- Deals (Orders, RFQs and Leads)
These cover the most common fields such as:
-
- Company name
- Deal name
- Amount
Some of these mappings are locked and cannot be changed. These are required identifiers in HubSpot (e.g. Email, Deal Name).
Manual field mapping
You can now manually edit and customize mappings directly in the integration settings.
For each object (Company, Contact, Deal), you can:
- Change which HeadQ field maps to which HubSpot property
- Override default mappings (if not locked)
- Add new mappings
This allows you to align the integration with your existing HubSpot data structure.
👉 Field mapping ensures that data stays consistent across systems and prevents mismatches when syncing data between tools
Custom fields and questions
In addition to default fields, you can map:
-
- Custom questions from configurators and checkout
- Lead form fields
- Any additional data collected in HeadQ
These can be mapped to:
-
- Existing HubSpot properties
- Custom properties you have created in HubSpot
This makes it possible to fully tailor the integration to your sales and reporting needs.
How mapping works in practice
Each mapping row contains:
- HeadQ field → the source data
- HubSpot property → where the data is stored
- Status, which can be:
- Locked → required field, cannot be changed
- Default → editable mapping
You can also:
- Add new mappings via “Add mapping”
- Adjust mappings separately for:
- Companies
- Contacts
- Orders →Deals
- RFQs → Deals
- Leads → Deals
Important notes
- Locked fields are required for HubSpot and cannot be modified
- Only compatible field types can be mapped (e.g. text → text, number → number)
- Custom mappings should be reviewed if you change your data model or processes
- We recommend testing mappings with a sample lead or RFQ after changes