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Tags: crm

HubSpot Integration

Keep your CRM and document collection aligned. When you connect HubSpot, FolioReady imports contacts in two clicks and writes folio data directly onto your HubSpot Contact and Deal records — so your sales and success teams always see the latest status without leaving HubSpot.

Why Connect HubSpot?

Stop retyping contact details

Without the integration, you manually enter names and emails into FolioReady — even though the same contacts already exist in HubSpot. With the connection, search your HubSpot contacts and import them in two clicks.

Folio data lives on the HubSpot record

FolioReady creates custom properties in a dedicated "FolioReady" property group on your HubSpot Contacts and Deals. Your team sees folio status, completion counts, and other collected data right inside HubSpot — no tab switching.

One property group, easy to find

All FolioReady-managed properties are grouped under a single "FolioReady" heading in HubSpot's property settings. Quick to review, quick to clean up if you ever disconnect.

Works across Contacts and Deals

Link a client to a HubSpot Contact for the primary relationship. Optionally link a Deal as well, and status fields sync onto both records.

What You Can Do

Import HubSpot contacts as FolioReady clients

Search your HubSpot contacts by name or email and import them as FolioReady clients. Contact details are pre-filled — no manual data entry.

No duplicates

If a client with the same HubSpot contact ID or email already exists, FolioReady links the existing client instead of creating a duplicate.

Write folio data onto HubSpot records

In the FolioReady template builder, assign any canvas field to a HubSpot property. When a folio is completed, FolioReady writes the collected value onto the linked HubSpot Contact or Deal.

You can pick an existing HubSpot property, or click "Create field" to have FolioReady create a new custom property in the "FolioReady" group for you.

Keep your property schema clean

Every property FolioReady creates lives in the "FolioReady" property group. If you ever want to audit or remove them, they're all in one place in HubSpot's property settings.

Prerequisites

  • A HubSpot account with Super Admin permissions (required to authorize the app and to create custom properties)
  • A FolioReady account on any plan

Connecting Your Account

  1. Navigate to Settings > Integrations in FolioReady
  2. Find HubSpot and click Connect
  3. You'll be redirected to HubSpot's authorization screen
  4. Select the HubSpot account (portal) you want to connect, then authorize FolioReady
  5. You'll be redirected back to FolioReady — the integration is now active

HubSpot requires the following permissions:

Permission What it's used for
Contacts (read/write) Searching and importing contacts, writing collected folio values onto the Contact record
Deals (read/write) Writing collected folio values onto the Deal record when a Deal is linked
Contact schema (read/write) Reading the list of existing custom contact properties and creating new FolioReady properties
Deal schema (read/write) Same as above for deals
Grant FolioReady access to your HubSpot portal

Once connected, FolioReady automatically sets HubSpot as your CRM service. New contact imports and folio field syncs flow from that point forward.

Importing Contacts

Once connected, an Import from HubSpot button appears on the Clients page.

Step 1: Search for a Contact

Click Import from HubSpot to open the search modal. Type a name or email address — FolioReady searches your HubSpot contacts and shows matching results.

Search for a HubSpot contact to import

Step 2: Client Created

Select a contact from the results. The contact is imported as a FolioReady client with their name and email pre-filled from HubSpot. The client is linked to the HubSpot contact for ongoing sync.

Mapping Folio Fields to HubSpot Properties

In the template builder, every canvas field can be mapped to a HubSpot Contact or Deal property. When a client completes a folio, FolioReady writes the collected values onto the linked HubSpot record.

Using an existing property

Open a template in the builder. On any canvas field, open the sync settings and pick the HubSpot Contact or Deal you want to sync to. FolioReady loads the list of custom properties from HubSpot — pick one.

Creating a new property from FolioReady

If you need a property that doesn't exist yet, click Create field inline. FolioReady creates a new custom property on the selected object type, drops it into the "FolioReady" property group, and selects it for you. No need to leave the template builder.

The FolioReady property group

All properties that FolioReady creates live in a dedicated "FolioReady" group in HubSpot's property settings. This keeps your schema tidy and makes it easy to find or audit every property managed by the integration.

How It Works

HubSpot                              FolioReady                         HubSpot
────────                             ───────────                        ────────
Search contacts    ◄────────────    Import from HubSpot
Contact selected   ──────────────►   Client created/linked

                                     Template builder:
                                     Pick HubSpot property  ──────────►  Read property schemas
                                     Or create new property ──────────►  Create property in
                                                                         "FolioReady" group

                                     Folio completed        ──────────►  Contact/Deal property
                                                                         values updated

All sync happens in the background. There's no delay or extra steps in your workflow — events are processed automatically as they occur.

FolioReady automatically refreshes your HubSpot access tokens before they expire. You do not need to reconnect under normal circumstances.

Disconnecting

To disconnect HubSpot:

  1. Go to Settings > Integrations
  2. Click Delete Connection on the HubSpot integration
  3. Confirm the disconnection

After disconnecting, no more folio data writes to HubSpot. Custom properties already created in HubSpot remain there — disconnecting only stops future sync. If you want to remove the properties, you can delete the entire "FolioReady" property group from HubSpot's property settings.

Troubleshooting

"Import from HubSpot" button not showing

The import button only appears when your company has HubSpot connected as the CRM service. Check Settings > Integrations > HubSpot — the status should read Available.

Properties not appearing in HubSpot

Custom properties are created on demand — the first time you use the "Create field" button in the template builder for a given object type (Contact or Deal). Until then, HubSpot won't show the "FolioReady" property group.

If you used "Create field" but don't see the property, reload the HubSpot property settings page and check the "FolioReady" group.

Sync fails after password change or revoked access

If your connection status turns red, FolioReady was unable to refresh your access token. This can happen if you revoke access from your HubSpot settings or change your password.

Click Reconnect on the integration page to re-authorize.

Wrong portal selected during authorization

HubSpot prompts you to pick a portal during the OAuth flow. If you picked the wrong one, click Delete Connection, then Connect again, and select the correct portal on the HubSpot authorization screen.