Webhooks for airtable

[cclark2]

Hello,

I'm trying to build out a webhook in Hubspot that will work between airtable and Hubspot.For context, users will submit a form in Airtable that will create a ticket in Hubspot. Once ticket is created in Hubspot we need the webhook to pull the data fields from airtable to hubspot ticket instantly. We couldn't do a integration sync because we need this to reflect instantly. How would I set this web hook up? I know a little about webhooks but the ticket lives in an airtable database which i have the link for and the identifier would be ticket name in hubspot and subject line in Airtable. I would then need a two way sync so when data is updated in Hubspot it feeds airtable.

[KyleJepson · Accepted solution]

Hi Clark,

A two-way, real-time sync is exactly what our official Airtable integration is. Have you tried it and run into trouble? I've verified that it syncs tickets bidirectionally with Airtable records, which I think is what you're describing. This will certainly be simpler to set up and easier to maintain than manually building webhooks, and it's powered by Data Sync, which is designed to be real-time. Is there a different integration you were looking at, or am I missing something?

Let me know if I've totally missed the mark on this one,

Kyle Jepson

HubSpot Academy Evangelist

[RubenBurdin · Accepted solution]

Hi @cclark2 , I feel your pain here. The big gotcha is that HubSpot webhooks don’t “pull” data from Airtable. They only push a notification payload out of HubSpot when something changes (ticket created/updated, etc.), and your server (or automation tool) has to receive that webhook, then call the other system’s API to fetch or update whatever you need. The Webhooks API docs are here (https://developers.hubspot.com/docs/api-reference/webhooks-webhooks-v3/guide )

If you truly need “within a minute” behavior, the most reliable pattern is to drive the first write from Airtable instead of waiting for HubSpot to sync back. On Airtable form submit, have Airtable Automation (or Make/n8n/custom code) call HubSpot’s Tickets API to create the ticket with all the Airtable fields you care about immediately, and store a stable shared key (ideally the Airtable record ID) on the HubSpot ticket in a custom property.

Matching on “subject line” is fragile once people edit it. Quick question: do you have a unique Airtable record ID you can store on the HubSpot ticket as your identifier? For the reverse direction, you’d subscribe to HubSpot ticket change events via webhooks, then your receiver updates the matching Airtable record using that shared key. Make sure you validate webhook signatures so you’re not accepting spoofed calls (https://developers.hubspot.com/docs/apps/legacy-apps/authentication/validating-requests ) Just to be transparent, I work at Stacksync, and this is one of the cases it’s designed for: a true two-way ticket sync with a stable external ID, without waiting on the 5–10 minute Data Sync window.

[KyleJepson · Accepted solution]

Hi Clark,

A two-way, real-time sync is exactly what our official Airtable integration is. Have you tried it and run into trouble? I've verified that it syncs tickets bidirectionally with Airtable records, which I think is what you're describing. This will certainly be simpler to set up and easier to maintain than manually building webhooks, and it's powered by Data Sync, which is designed to be real-time. Is there a different integration you were looking at, or am I missing something?

Let me know if I've totally missed the mark on this one,

Kyle Jepson

HubSpot Academy Evangelist

[cclark2]

The only issue with that is the sync time is anywhere from 5 to 10 minutes while we need it more instantly. we set this up originally but the sync time takes up to 14 minutes and we need it to happen within a minute 

[KyleJepson]

Oh wow! I didn't realize the delay was that long. Well, webhooks are a bit out of my depth, so I won't be a ton of help there, but I think you'll definitely want to get familiar with building a private app that has a webhook (documentation here). That's only half of the solution, but maybe there's something you can do on the Airtable side for the other half?

Kyle