I’m a new Hubspot/Salesforce user transitioning from Marketo. We use Marketo heavily as an automation tool to set and mantain values for a number of key fields in SF. In trying to recreate these processes in workflows, I’m running into major problems with API call limits. Bulk record updates through workflows don’t seem to be batched at all, or at least not in the quantity I would expect. Since i’m simply updating the property in Hubspot, my expectation is that the Hubspot/Salesforce object sync is detecting the changed records and batching it’s way through them, but that’s not happening.
What is the best practice way to process large data value changes to synced fields, without eating up all your API calls? For example, If I wanted to update a checkbox property on 10k records from true to false, how should i do that? Does putting in a delay step, or scheduling it to run at a set time fix this? I understand that custom code actions are a thing here, but that seems like overkill for a simple automation. What’s the standard way hubspot users are expected to use automation to update fields in Salesforce?
Hey @ACutting - thanks so much for posting in the Community! And welcome to HubSpot!
I’d like to tag in some Salesforce experts to see what insight they may have for us regarding best practices here! @LaurenRyan, @CateDuarte, and @OPerek-Clark - any thoughts for @ACutting?
Shane, Senior Community Moderator
Edit: I was able to get some clarification from Hubspot support on a workflow we ran that generated higher than expected API calls. There was batching, but not at a high rate (avg ~10 contacts per batch), and related object syncs (even though no data values were changed on those objects) mulitplied our total API calls by >3x.
Question still stands--is there a better, best practice way to be doing things that avoids all this?
Hi @ACutting,
Here’s what i could find to scale without exhausting the API calls:
- Set a safe daily API cap: In your Connected Apps, go to Salesforce - Sync Health, and set Allocated to HubSpot to the maximum number of Salesforce API calls you want HubSpot to use per day. This throttles sync automatically.
- Work in controlled batches: Build a segment (active list) of the 10k records to change, then push smaller batches to Salesforce using Segments → Actions → Resync segment with Salesforce.
- Make the HubSpot change: Update the checkbox property in HubSpot (via your preferred method). HubSpot will queue the Salesforce sync and process as API calls become available under your daily cap.
- Monitor and repeat: On Sync Health, watch API call use and Sync errors. When you have calls available (or after the Salesforce daily limit resets), resync the next batch.
Batch syncs consume per-record calls (a single record sync can use up to four API calls), so smaller batches help you stay within your daily cap.
Ref: Manage your Salesforce integration settings
If this helps, feel free to mark it as the solution 
and give it an upvote 
!
Part of this reply was generated by AI (HubSpot and KBs).
Also, in Salesforce integration settings, use an Inclusion list so only the target records sync, and temporarily turn off sync for any objects/Activities you don’t need (e.g., Companies, Deals, Tickets, Activities) to avoid extra associated-object calls.
Hi @ACutting , feels familiar when you come from Marketo and hit the Salesforce API wall in HubSpot.
The reliable pattern is to shrink the sync surface and push in batches.
Use a Salesforce inclusion segment so only the target records are eligible to sync, then resync that segment in smaller chunks. That lets you update the checkbox in HubSpot while controlling how many records HubSpot actually hands to Salesforce at a time (Sync records between HubSpot and Salesforce )
In parallel, set a daily API allocation cap under Salesforce > Sync Health so HubSpot throttles itself. This prevents surprise suspensions while a large workflow runs, and you can watch usage and errors from the same screen (Manage your Salesforce integration settings )
Delays in a workflow only stagger timing. They won’t reduce per-record calls, and associated object syncs can multiply them. During the job, consider pausing nonessential object syncs. Which objects must stay bi-directional for this change? If consistency between HubSpot and your finance or ops system is the gap, Stacksync keeps them mirrored as changes happen.