Problem It Solves

Sales teams using both Pipeline and HubSpot often must manually copy updates between the two systems whenever a deal moves from one stage to another. This leads to inconsistent records, missed follow-ups, and wasted time. By automating the sync—so any HubSpot stage change creates or updates a Pipeline “ask” (task card), and vice versa—you keep your sales flow aligned and prevent dropped balls.

Process Overview

1. A deal’s stage changes in HubSpot (e.g., from “Proposal Sent” to “Negotiation”).

2. Zapier detects the “Deal Stage Changed” event in HubSpot.

3. Zapier creates or updates an “ask” (task card) in Pipeline with the deal details (Deal Name, New Stage, Close Date).

4. If a Pipeline ask is completed or moved manually, a reverse Zap updates the corresponding HubSpot deal stage.

5. Team members receive real-time notifications (email or Slack) whenever the sync runs.

6. Any mismatched fields trigger an alert for manual review so both systems remain accurate.

Key Features & Capabilities

• Two-Way Sync
  Any deal stage change in HubSpot automatically creates or updates the matching “ask” in Pipeline, and any Pipeline status change updates the HubSpot deal stage.

• Clear Field Mapping
  Map HubSpot fields (Deal Name, Pipeline Stage, Close Date, Owner) directly into Pipeline’s ask fields so data stays consistent.

• Real-Time Alerts
  Send an email or Slack notification to sales reps whenever a sync occurs, so everyone stays informed.

• Conflict Detection
  If a deal is updated in both systems simultaneously, Zapier flags it for manual review to prevent incorrect overwrites.

• Easy-to-Understand “Ask” Concept
  In Pipeline, an “ask” is simply a task card or reminder—like a sticky note—so there’s no confusing terminology for your team.

Typical Use Cases

• Growing SaaS Startup
  Reps close deals in HubSpot but use Pipeline for daily task management. With this Zap, when HubSpot moves a deal to “Closed Won,” Pipeline automatically creates an ask labeled “Send Welcome Email,” ensuring onboarding tasks kick off immediately.

• Marketing Agency
  The agency tracks leads in HubSpot and processes project tasks in Pipeline. Whenever a HubSpot deal moves to “Proposal Accepted,” Pipeline generates a “Begin Creative Brief” ask so the project manager can start right away.

Prerequisites & Client Responsibilities

• HubSpot Account
  Have a HubSpot plan that supports Zapier integration and grants access to deal pipelines.

• Pipeline CRM Access
  Ensure you can create or modify “asks” (task cards) in your Pipeline workspace.

• API Credentials
  Provide your HubSpot API key (or OAuth credentials) and your Pipeline API token so Zapier can read and write data on your behalf.

• Field Definitions
  Decide which HubSpot deal stages (e.g., “Prospect,” “Proposal Sent,” “Negotiation,” “Closed Won”) should map into Pipeline’s ask stages.

• Team Permissions
  Identify who needs “Viewer” access (to see synced asks) vs. “Editor” access (to adjust field mappings or Zap logic) in both HubSpot and Pipeline.

Pricing

• One-Time Setup: $350
  (Configure the HubSpot trigger, build and test the two-way sync Zaps, and confirm field mappings.)

• Monthly Support: $80/month
  (Ongoing Zap monitoring, updates if HubSpot or Pipeline fields change, and general troubleshooting.)