Sync two Hubspot instances

Smart CRM & Sales Hub Account & Settings
1

What is the best way to selectively sync two HS instances together. For example sync only deals (and associations) from one instance to another (automatically or on a trigger)

2

Hi @PvanHelden,

You would either use a third-party integration for this, such as multi-portal sync, or you would have to develop your own app based on the HubSpot API. Alternatively, depending on what exactly you’d like to achieve, you might be able to get this to work with connectors like Zapier or Make.

There aren’t any out of the box capabilities that HubSpot offers natively.

Best regards!

3

To selectively sync two HubSpot instances, focusing on deals and their associations, follow these steps:

  1. Create a Workflow: Set up a workflow in the source instance that triggers when a deal is created or modified.
  2. HubSpot API Integration: Build an integration using the HubSpot API in both instances.
  3. Selective Sync Logic: Implement logic in your integration to filter and transfer only specific deals based on criteria you define.
  4. Data Mapping: Ensure accurate data mapping for deal properties and associations.
  5. Trigger API Calls: Use the workflow to trigger API calls to the target instance, pushing relevant deal data.
  6. Test and Monitor: Thoroughly test and monitor the sync process to ensure it works correctly.

This approach allows you to selectively sync deals and their associations between instances, automating the process based on your criteria.

4

Hi @PvanHelden,

To sync the data (deals, contacts) automatically between multiple HubSpot portals, you can achieve it easily using the miniOrange’s Syncito - Data Sync app. You can find more details here.

You can contact the team directly as well at hubapps@xecurify.com with your complete requirements and they can help you out quickly with everything you need here.

Best,

Abhishek

5

Hi @PvanHelden , The clean path is: in the source portal, trigger a workflow when a deal meets your criteria, fire a webhook with the deal ID, and have a Private App read the deal plus its associations, then create/update the mirror in the target portal. Webhook actions are supported in workflows and work well for this pattern

(How to Trigger Webhooks in HubSpot Contact-Based Workflows )

For the payload, pull associations and association labels so companies/contacts line up identically on the other side. The CRM API covers deals, associations, and filtering, so you can keep it selective and idempotent—especially important if you want to re-sync on edits (Accounts Dashboard | HubSpot )

In today’s 2025 setups, most teams run this real time for creates/updates and add a nightly reconciliation job for safety. Quick check: do you need a one-way mirror or true two-way with conflict rules? When this hinges on reliable two-way sync, Stacksync handles the mapping and timing so records stay consistent without manual patches.