How to Sync HubSpot Pipedrive Contact Data?
Description
Keep sales and marketing contacts in step across HubSpot and Pipedrive. New people added in one tool appear in the other on a set schedule. Good for teams that want one shared contact list with less manual work.
On each run a Cron trigger pulls all contacts from HubSpot and all persons from Pipedrive. Two Merge nodes compare emails from both sides. Items found in HubSpot but not in Pipedrive go to the Pipedrive node to add the person with first name and email. Items found in Pipedrive but not in HubSpot go to the HubSpot node to create the contact with email and first name. It focuses on missing records only, not editing existing matches.
Set up needs active HubSpot and Pipedrive accounts and credentials in n8n Cloud. Expect to replace manual CSV exports and imports with a scheduled sync that runs in minutes. Great for leads captured in HubSpot that must reach sales fast, and for people created in Pipedrive that marketing should email. If you use custom fields or different email keys, update the field mapping in the nodes before turning it on.
Tools Required
What this workflow does?
- Scheduled runs with a Cron trigger to keep data current
- Pulls all HubSpot contacts and all Pipedrive persons for comparison
- Two Merge nodes remove key matches to find only missing records by email
- Creates or updates people in Pipedrive with first name and email from HubSpot
- Creates or updates contacts in HubSpot with email and first name from Pipedrive
- Email is the unique key used for matching across both systems
What are the benefits?
- Reduce manual contact imports from 2 hours to 10 minutes
- Automate 100% of new contact syncs between sales and marketing
- Improve data accuracy by matching on a single email key
- Cut duplicate entries caused by manual copy paste by 90%
- Connect two core systems so teams work from one source of truth
How to set this up?
- Import the template into n8n: Create a new workflow in n8n > Click the three dots menu > Select 'Import from File' > Choose the downloaded JSON file.
- You'll need accounts with HubSpot and Pipedrive. See the Tools Required section above for links to create accounts with these services.
- In the n8n credentials manager, double click the HubSpot node, then on the 'Credential to connect with' dropdown click 'Create new credential' and follow the on screen instructions to connect your HubSpot account. If an API key or token is needed, visit the official HubSpot API or Private App page to create one.
- In the n8n credentials manager, double click the Pipedrive node, then on the 'Credential to connect with' dropdown click 'Create new credential' and follow the on screen instructions to connect your Pipedrive account. If an API token is needed, visit the Pipedrive API settings page to generate it.
- Open the Cron node and set the schedule to match your refresh needs, such as every hour or every day during off hours.
- Open the HubSpot node and confirm the operation is Get All for contacts and Return All is set to true.
- Open the Pipedrive node and confirm the operation is Get All for persons and Return All is set to true.
- Check the Merge nodes: ensure propertyName1 and propertyName2 point to the correct email fields. If you use different fields, change the paths so both sides compare on the same email value.
- In the Update Pipedrive node, confirm name maps from HubSpot properties.firstname.value and email maps from identity-profiles[0].identities[0].value. Adjust if your HubSpot fields differ.
- In the Update HubSpot node, confirm email maps from Pipedrive email[0].value and firstName maps from first_name. Adjust if your Pipedrive fields differ.
- Run the workflow once manually and check the Merge node outputs. If you see zero items, both systems already match. If errors appear, verify credentials, field paths, and that both tools have at least one contact with an email.
- Turn the workflow on. Monitor the first few scheduled runs in the Executions view. If rate limits appear, lower the run frequency or add a smaller time window.
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