3CX Integration with Hubspot - First setup

Apps Third-Party Apps
1

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.

2

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

3

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.

4

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?

5

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

6

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

(Accounts Dashboard | HubSpot)

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:

(Deduplicate records in HubSpot)

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.

7

Hi there, i tried to find the 3CX App in the marketplace. We need to install it for one of our customers. Could you please let me know about the current state? Thank you, Lisa

9

Hi @LMerx, I hope that you are well!

I couldn’t find the app “3CX” in the HubSpot Marketplace. 3CX is a third-party app that has not been developed by HubSpot.

I’d suggest contacting 3CX Support Team or the 3CX Community, they’ll be better equipped to help you.

That said, if you share more details into what’s happening when trying to install 3CX, we might be able to help!

You might want to take a look at this as well: " Connect and use HubSpot data sync ".

Let us know how it goes!
Bérangère

11

Hi @LMerx,

We gave up trying to import all contacts and just let the CRM integration populate contacts over time when calls were made/recieved.

Follow this guide to integrate Hubspot and your 3CX, configure settings and then just let it do its thing. It records all call journalling etc and if you have call recording active it also pulls that recording into Hubspot for later reference.

12

Hey Rob, thanks for your help! Our customer has a German mobile phone number (+49) - does that makes any difference? Thank you!

15

Hi @LMerx

Actual mobile calling wasn’t used as for any mobile phones we put the 3CX mobile app on it. Therefore all calls made were noted inside Hubspot through integration.

Rob