Problem It Solves

Marketing teams often add contacts to Mailchimp and then forget to update their CRM, while sales teams add new leads to HubSpot without adding them to email lists. This double-entry leads to outdated records, missed campaigns, and frustrated reps. By automating a two-way sync, every new contact in either system appears automatically in the other, ensuring your marketing and sales data stay aligned and up to date.

Process Overview

1. A new contact is added in Mailchimp (via signup form or import).

2. Zapier detects the new Mailchimp subscriber and checks HubSpot for an existing contact.

3. If no match exists, Zapier creates the contact in HubSpot (mapping name, email, tags).

4. If a match exists, Zapier updates that HubSpot record with any new Mailchimp information.

5. Conversely, when a new contact is added in HubSpot, Zapier checks Mailchimp, then creates or updates the subscriber there (mapping list, tags).

6. Any duplicates or conflicts trigger an alert for manual review so both systems remain clean.

Key Features & Capabilities

• Two-Way Contact Sync
  New Mailchimp subscribers automatically create (or update) HubSpot contacts, and vice versa—no manual CSV exports or imports.

• Field Mapping & Tags
  Map Mailchimp fields (e.g., First Name, Last Name, List Tags) directly into HubSpot properties, and map HubSpot fields (e.g., Lifecycle Stage, Company) into Mailchimp tags or groups.

• Conflict Detection
  If Zapier finds conflicting data (for example, one system has a different email address), it flags the record for your team to review.

• Real-Time Updates
  Any change (email update, tag change, custom field) in either platform reflects in the other within minutes—a truly live sync.

• Customizable Filters
  Only sync contacts that meet certain criteria (for example, “List = Newsletter” or “HubSpot Lifecycle Stage = Lead”) to avoid syncing every single record.

Typical Use Cases

• E-Commerce Brand
  Their Mailchimp list grows from website pop-ups, and their HubSpot CRM fills with customers. This Zap ensures every new subscriber in Mailchimp shows up in HubSpot for sales outreach, and any new HubSpot lead is automatically added to a “Potential Customers” Mailchimp list for targeted email campaigns.

• SaaS Startup
  Marketing runs welcome email sequences in Mailchimp, while sales tracks demos in HubSpot. When a visitor signs up for the newsletter, they are created in HubSpot as a contact. When a demo is booked in HubSpot, that person automatically gets added to a Mailchimp drip campaign, keeping messaging consistent.

Prerequisites & Client Responsibilities

• Mailchimp Account
  Ensure you have access to your Mailchimp audience (list) and any API keys needed for Zapier integration.

• HubSpot Account
  Provide HubSpot API credentials (API key or OAuth) so Zapier can create and update contacts.

• Field & Tag Definitions
  Decide which fields or tags in Mailchimp should map to which properties in HubSpot (for example, “Mailing List” → “Lead Source”).

• Sync Criteria
  Identify which contacts to sync (e.g., “All subscribers” vs. “Subscribers with tag ‘Customer’” or “HubSpot contacts with Lifecycle Stage = MQL”).

• Team Permissions
  Determine who needs “Viewer” access (to see sync logs) vs “Editor” access (to adjust field mappings or filters) in Zapier.

Pricing

• One-Time Setup: $380
  (Configure the Mailchimp → HubSpot and HubSpot → Mailchimp Zaps, map fields/tags, test sync flows, and set up conflict alerts.)

• Monthly Support: $85/month
  (Maintain API connections, adjust mappings or filters as needed, and troubleshoot any sync errors.)