Pass Leads from One HubSpot Account to Another

[JRobertshaw]

Hi, 

We have a client that uses an external Sales company that gets leads for a number of organisations. When a new lead comes in they direct them to a HubSpot form and then forward our client the notification that comes into their inbox. 

Our client then manually enters this information into their account. 

Is there a way that we can automate this process? Can we create a workflow that sends this info across and creates a new contact with the details from the form? 

Thank you 

[karstenkoehler · Accepted solution]

Hi @JRobertshaw,

There are a few ways to approach this. By default, HubSpot does not have a feature to link two portals or keep them in sync.

The first and easiest solution would be for the sales vendor to use one of your HubSpot forms instead one of theirs. That way, the contacts would feed straight into your portal. HubSpot portals can be embedded on any page. This is also the cheapest solution.

One option, while manual, is also to simply run exports and imports. Not pleasant, but since information is coming from HubSpot in the perfect format already, there isn't any adjusting to be done and it is a fast process.

Then there are apps on the HubSpot app marketplace to keep portals in sync, such as Multi-Portal Sync by SyncSmart Integration. Depending on your budget, they can be quite pricey and too big of a solution for this small of a problem.

Next, you could consider a Zapier + Google Sheet kind of set up. The vendor could send new contacts from their form to a Google Sheet, using Zapier or workflows. Your Zapier account would wait for new contacts to enter that sheet and create contacts from the information. Keep in mind that both solutions are processing contact data then and might have to be approved for use by your IT / legal team.

Lastly, a custom integration could be built using the HubSpot API, sending records from one portal to another. This requires development resources.

Hope this helps!