We’re on Sales Hub, Service Hub, Marketing Hub, and Ops Hub, all Professional (no Enterprise). We have an internal-only form (not customer facing, used by our own finishing/production team) that currently runs as a native HubSpot form. One of the fields is a PO number, and what we actually need is for the form to look up that PO number against our line item data and show the associated line items right there in the form, so the person filling it out can review them and edit or add to the list before submitting.
Has anyone actually pulled this off?
Trying to figure out if there’s a native or semi-native path I’m missing before we build something fully custom outside of forms entirely. Appreciate any war stories.
From what I know, native HubSpot forms don’t support live lookups. They can collect data, update records, and use conditional fields, but they can’t take a PO number, search for matching records, and then dynamically display associated line items for review and editing before the form is submitted.
One question I would ask is: does this workflow actually need to happen in a form? If the PO and its line items already exist in HubSpot, it might be worth rethinking the process so your team works from the associated Order, Deal, or other CRM record instead of trying to recreate that experience in a form. That may end up being a simpler solution than building a custom form experience.
If the requirement is specifically to enter a PO, retrieve line items, edit them, and then submit, I think you’re likely looking at a custom solution rather than something native.
Hi @Hrshsin I haven’t tested this specific use case but similar ones (displaying data of a contact on a LP / Form based on previous entries).
I’v previously used two methods:
- HubSpot Landing Page with HS Form. On Submit, a serverless function calls the HubSpot API and retrieves Data of the contact using the record ID or E-Mail (or any other unique value) and displays it on the LP. This however requires a form submission, which might not be ideal.
- We’ve also built custom web apps that use the HubSpot API (via service keys) to look up and display data. It could be a simple web app with an entry field. Based on that entry, the API would search the records and display the specified information. A quick POC can usually be achieved easily with AI. I would highly recommend to have it reviewed by an engineer to make sure it’s set up correctly, as this web app will have access to CRM data via the API. It should also require a password or login.
Best
Colin
That’s an interesting use case. If the PO number is already associated with line items in your CRM or another connected system, I think a custom workflow or API approach could work. It would definitely save time compared to entering everything manually. I’m curious if anyone has implemented this without custom code.
That’s a great point. Sometimes simplifying the workflow is better than adding more complexity. If the data already exists in HubSpot, working from the CRM record instead of recreating it in a form seems like the cleaner approach.
I don’t think there’s a fully native way to do this with HubSpot Professional. Standard HubSpot forms can’t dynamically look up a PO number and populate or display associated line items for editing during form completion.
A semi-native approach would be to build a custom UI using HubSpot’s CRM APIs. The user could enter the PO number, the application would retrieve the related line items, allow edits or additions, and then write the updated information back to HubSpot when submitted.
If you want to stay as close to native as possible, you could also explore a custom CRM card or a private app with custom objects, but for the interactive experience you’re describing, a custom front end is likely the most practical solution.
I’d be interested to hear if anyone has found a creative workaround without moving beyond native forms.