topic Re: 3CX Integration with Hubspot - First setup in Third-Party Apps

3CX Integration with Hubspot - First setup

RobMCraig — Sun, 22 Jun 2025 12:25:28 GMT

Hi all,

We have migrated a system from another provider and had to setup new integration app. Followed 3CX guide and all looks to be working. Can test successfully for a large number of customers in Hubspot.

Issue I have, might be by design, is that when this was setup no contacts were created in the phonebook at all. Does dometing need to be configured on the app side or does there need to be a change to XML?

Will see what happens in the morning once they start getting calls as have option to add to phonebook selected.

Thanks in advance for any guidance on this.

Re: 3CX Integration with Hubspot - First setup

BérangèreL — Mon, 23 Jun 2025 09:04:42 GMT

Hi @RobMCraig and welcome, it's a pleasure to have you here!

Thanks for reaching out to the HubSpot Community!

Where would you like to see the contacts? In HubSpot or in 3CX, or in both places, please?

I'd love to put you in touch with our Top Experts and some Community Members who also use 3CX: Hi @TomM2, @HubDoPete, @MEmran, @DinithiAbeysiri, @PStruckmann, @GMaheshwari do you have suggestions to help @RobMCraig, please?

Have a wonderful day and thanks so much in advance for your help!
Bérangère

Re: 3CX Integration with Hubspot - First setup

HFisher7 — Mon, 23 Jun 2025 09:19:38 GMT

Hey @RobMCraig -

From past experience, I believe the 3CX integration still adds contacts to the phonebook dynamically when calls are received or placed, provided you have the "Add to phonebook" option selected.

If you require a full import of HubSpot contacts into the 3CX phonebook right away (rather than waiting for interaction-based sync), you’d need to explore either a custom export from HubSpot and import into 3CX via XML, or a middleware approach using the HubSpot API and 3CX phonebook XML format.

Re: 3CX Integration with Hubspot - First setup

RobMCraig — Thu, 26 Jun 2025 22:17:34 GMT

Hi,

Sorry for my delay in responding, a week rushing to multiple regional sites to get them all into new 3CX.

Yes contacts are being auto created. We have issue with existing provider how they are forwarding numbers to new system but tha tis anoher story.

OK thanks forthe update on ow to get contacts over. Would this be able to create them as CRM type in 3CX as when they call in the future would it not create a duplicate?

Re: 3CX Integration with Hubspot - First setup

BérangèreL — Fri, 27 Jun 2025 16:20:40 GMT

Hi @RobMCraig and thanks for your reply!

Thanks so much for your help @HFisher7!

Hi @HFisher7, do you have any guidelines or steps to get the contacts over? Also do you have any insight as regards as duplicates, please?

Thanks a lot and have a great weekend!
Bérangère

Re: 3CX Integration with Hubspot - First setup

RubenBurdin — Wed, 20 Aug 2025 18:10:46 GMT

Hi @RobMCraig ,

From what I’ve seen, the 3CX > HubSpot integration does not preload all HubSpot contacts into the 3CX phonebook.

Instead, contacts get added dynamically when calls are placed or received if you have the “Add to phonebook” option enabled. That’s expected behavior and matches 3CX’s own setup guidee

If you want all HubSpot contacts to be in 3CX upfront, you’d need to either export from HubSpot and import via the 3CX XML phonebook, or build a small middleware process using the HubSpot Contacts API

(https://developers.hubspot.com/docs/guides/api/crm/objects/contacts)

That’s the only way to bypass waiting for call-based creation.

On duplicates: 3CX does basic matching by number. If your HubSpot records have consistent phone formatting, they should map cleanly.

But it’s true duplicates can happen if numbers are inconsistent or if a manual import is layered on top of auto-creation. HubSpot has guidance on data sync deduplication rules here:

(https://knowledge.hubspot.com/records/deduplication-of-records)

For many teams, the limitation becomes managing ongoing consistency between HubSpot and 3CX. That’s exactly where purpose-built two-way sync tools come in. Instead of XML imports or custom middleware

You can automate a continuous, real-time sync between HubSpot and 3CX contacts and handle deduplication rules natively. Stacksync was built for this kind of case: preventing duplicate creation, syncing all HubSpot contacts into 3CX from day one, and then keeping both systems updated whenever changes happen.

This removes the manual import step and the “wait until first call” problem, while saving your team from maintaining scripts or XML feeds.

Hope this helps clear things up.