Help tracking leads when coming from two different CRMs

[MDiaz705]

We recently integrated Companies in our CRM with HubSpot. There are legacy lead source fields from the CRM I want to carry over.

The issue I am facing: As it stands, sales will add leads to the CRM, and marketing will add leads to HubSpot (which will eventually create a company that will push into the CRM). Since there are two sources of truth, I am getting lost on the best single way to track leads down to one property field value for reporting purposes. 

Ideally, we would have all leads be inputted and originate in HubSpot. Until then, I need guidance on a way to track company lead sources that originate from the CRM and HubSpot, while all in HubSpot.

I can provide more detail as I am having a tough time wrapping my head around it all.

[danmoyle · Accepted solution]

Hey there @MDiaz705 - I feel that pain of battling two sources of truth. Ideally, choosing one as the single source is best and keeping that one updatred with audits would be the key. If not, I'd try to use a combination of system-specific properties and automated sync rules to consolidate data. Something like this maybe:

1. Create a custom HubSpot property (e.g., Lead Origin) to track whether the lead originated in HubSpot or NetSuite. This distinguishes the source system.
2. Map NetSuite’s legacy lead source field to a dedicated HubSpot custom property (e.g., NetSuite Lead Source). Use HubSpot’s native field Original Source for leads created in HubSpot.
3. Build a calculated property in HubSpot (e.g., Consolidated Lead Source) to combine values from Original Source (HubSpot) and NetSuite Lead Source (NetSuite).

This creates a single reporting field. 

Another option could be a workflow to help manage the data.

Here's what you could do for "NetSuite-Added Leads."

Trigger a HubSpot workflow when a NetSuite lead is created. Use this to:

• Assign Lead Origin = NetSuite.
• Populate NetSuite Lead Source with the value from NetSuite.

Then for "HubSpot-Added Leads" you could use HubSpot’s native lead source tracking (e.g., UTM parameters, form submissions) to auto-populate Original Source.

For reporting and data governance, you could centralize it into HubSpot maybe. This would require building reports using the Consolidated Lead Source property from earlier to analyze performance across both systems. Plus, you'd want to use filters to segment by Lead Origin for deeper insights (e.g., “NetSuite-generated leads vs. HubSpot-generated leads”). Finally, you might cosider training the sales teams to input leads in HubSpot whenever possible to phase out dual entry. 

The last thought is that you may need to add to your tech stack a bit with a tool to help simplify the two sources of truth. I found a few options that might help (I have not personally vetted these, just found them interesting for your use case).

• World Synergy: Syncs NetSuite opportunities and lead intelligence to HubSpot, enabling closed-loop reporting.
• Bardeen/SaveMyLeads: Automate field mapping and data transfers without coding.
• Celigo: Advanced sync customization for complex NetSuite-HubSpot workflows.

Again, the difficulties you're experiencing aren't new. Two sources of truth is a difficult situation. Hopefully something I shared here helps spur a doable solution. 

[Ivan_Karp]

I'd recommend reaching out to us via the form below https://syncmatters.com/custom-integrations with a detailed explanation of your use case what should be integrated with which system (one being HubSpot), your scenarios, etc. so that our integration specialist can guide you and determine what services we can offer. Best

[kennedyp]

Thanks for the additional context! I want to invite some fellow community members with a bit more experience in these CRMs. Hey @danmoyle, @Jigar_Thakker, @HubDoPete, & @Ivan_Karp -- do y'all have any tips to share when managing leads through HubSpot and NetSuite? 😊

As always, the Community offers valuable insights from subject matter experts, but if you'd benefit from a more comprehensive consultation, consider connecting with a HubSpot Partner in the Solutions Directory.

[kennedyp]

Hi @MDiaz705! Welcome to the Community-- happy to have you here 😊

I hope we can help you make sense of everything. I understand you have Companies and Contacts being added to HubSpot from multiple sources. Could you walk us through the exact steps of how Sales add a lead to HubSpot versus how Marketing adds a lead? 

I want to clarify your understanding of the difference between HubSpot vs CRM. Technically, HubSpot is a CRM tool, so if we can clear up how leads are being added, we can better define our options for segmenting them. 

Any relevant screenshots or examples could be helpful too! 

[MDiaz705]

Hello!

We use NetSuite as our CRM, and currently Marketing will input leads into HubSpot and sales will input any leads into NetSuite (since Opps are generated in NetSuite, and HubSpot is new for the company).  I created a new HubSpot field to map with NetSuite's lead source field. Unfortunately, we are still using the two systems as a source of truth.