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Connecting HubSpot to Topo keeps your CRM in sync with every outreach action your team takes. When Topo sends an email, logs a reply, or assigns a lead to a rep, those events flow straight into HubSpot — no manual data entry, no copy-paste. You can also import existing HubSpot contacts and company lists directly into Topo campaigns.

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Connect HubSpot

1

Open Integrations settings

In Topo, go to Settings → Organization → Integrations.
2

Connect HubSpot

Click Connect HubSpot. A HubSpot OAuth window will open — sign in with the HubSpot account that has admin access to your portal.
3

Authorize Topo

Review the requested permissions and click Accept. You’ll be redirected back to Topo once the connection is established.
You need Super Admin or CRM admin access in HubSpot to authorize the integration. If you see a permissions error, ask your HubSpot admin to complete this step.

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What syncs

Topo syncs contacts, companies, and engagement activities bidirectionally with HubSpot. Here’s a summary of each sync direction.

Contacts

When Topo creates or enriches a contact, it is pushed to HubSpot. Updates made in HubSpot (name changes, email corrections) are pulled back into Topo on the next sync cycle.

Companies

Company records associated with your contacts are synced to HubSpot accounts. Enrichment data (industry, headcount, website) is included.

Engagement Activities

Emails sent, email opens, link clicks, replies, LinkedIn messages, invitations, and hot-lead alerts can each be pushed to HubSpot as engagement notes on the contact record.

Owner Assignment

When you assign a lead to a team member in Topo, the contact owner field in HubSpot is updated to the mapped HubSpot user automatically.

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Activity sync settings

You can control precisely which Topo events are pushed to HubSpot. Go to Settings → Organization → Integrations → HubSpot → Advanced Settings → Activity Sync.

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Outbound activities

Toggle Sync outbound activities to enable or disable all outbound event syncing. When enabled, you can select individual event types:
EventWhat it captures
Emails sentEvery outbound email Topo sends on your behalf
LinkedIn messages sentDirect messages sent through your LinkedIn account
LinkedIn invitations sentConnection requests sent to prospects
Manual actionsLogged manual tasks (calls, manual emails)

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Inbound activities

Toggle Sync inbound activities to enable or disable all inbound event syncing. When enabled, select the specific events you want logged: Email
  • Replies
  • Opens
  • Link clicks
LinkedIn
  • Replies
  • Opens
  • Invitations accepted
Other
  • Hot-lead alerts (triggered when a contact reaches a high engagement threshold)

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Reply categories

When at least one reply event type is enabled, you can further filter which reply categories are synced to HubSpot:
  • Positive — interested responses
  • Negative — not interested responses
  • Neutral — general replies
  • Out of office — auto-replies and OOO messages
  • Bounced — delivery failures
If you only want replies in your CRM and nothing else, disable Sync outbound activities and under Sync inbound activities enable only Email → Replies and LinkedIn → Replies. All other events will be suppressed.

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Owner sync

Owner sync ensures that when a lead is assigned to a team member in Topo, the corresponding HubSpot contact owner is updated automatically.

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Map team members to HubSpot users

1

Open Owner Mapping

Go to Settings → Organization → Integrations → HubSpot → Owner Mapping.
2

Review the mapping table

Topo lists every HubSpot user it found in your portal alongside their mapping status. Unmapped users are flagged for your attention.
3

Assign a Topo team member

For each HubSpot user, choose the matching Topo team member from the dropdown. If a person appears in both systems under the same email, Topo may pre-fill the mapping automatically.
4

Save changes

Click Save to apply the mappings. Future lead assignments in Topo will update the HubSpot owner field immediately.
Click Refresh in the Owner Mapping panel to pull the latest list of HubSpot users. This is useful when new reps have been added to your HubSpot portal since you first connected.

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Import from HubSpot

You can build contact or company lists for Topo campaigns by pulling records directly from HubSpot.
1

Start a new campaign or lead search

Open an existing campaign or create a new one. In the Leads section, click Import from CRM.
2

Select a HubSpot list

Browse or search your HubSpot static and active lists. Select the list you want to import.
3

Review and confirm

Topo shows you a preview of the records that will be imported. Contacts that already exist in Topo are matched to their existing records — no duplicates are created.
4

Import

Click Import. The records are added to your contact list and are ready to enroll in a sequence.

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Troubleshooting

Check the following in order:
  1. Activity sync is enabled — go to Settings → Integrations → HubSpot → Advanced Settings → Activity Sync and confirm the relevant event type is toggled on.
  2. The contact has an email address — Topo uses email as the primary match key when linking records to HubSpot. Contacts without a verified email may not sync.
  3. Your HubSpot connection is active — on the Integrations page, confirm HubSpot shows a green Connected status. If it shows a warning, click Reconnect and re-authorize.
  4. Sync outbound / inbound is on — the master direction toggles must be enabled for any child events to sync.
If the problem persists after checking all four points, contact Topo support with the contact’s name and the approximate time of the activity.
Stale means the HubSpot user was mapped previously but their account has since changed (e.g., email update or deactivation). Unmapped means Topo found a HubSpot user with no corresponding Topo team member assigned.Open the Owner Mapping panel, click Refresh to pull the latest HubSpot users, then reassign or remove the mapping as needed.
Go to Settings → Organization → Integrations → HubSpot → Delete Integration. This removes the connection without deleting any data on either side. You can then reconnect using the correct HubSpot account.