HubSpot Integration Guide

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   Estimated Read Time: 8 minutes

    Estimated Configuration Time: 20 Minutes

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Sections in this article:

• Introduction
• Configuration
  • Enable the HubSpot Integration
  • Fields Automatically Added to the Data Model
  • Select the Sales Pipeline to Connect
  • Choose Deal Starting Stage
  • Map Statuses Between Gatekeeper and HubSpot
  • Set Contract and Vendor Defaults
• Connect HubSpot with Gatekeeper Workflows  🔀
  • Set Up a Trigger to Start a Gatekeeper Workflow
  • Configure AutoActions to Sync Records to HubSpot
• FAQ
• Additional Reading

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Introduction

If you want to keep your HubSpot CRM and Gatekeeper CLM in sync, this integration enables seamless data flow between the two systems.

Once connected, the integration can:

• Automatically push new HubSpot Deals (with an associated Company) into Gatekeeper as new contracts (and vendors)

• Allow HubSpot Deals to push updates to the linked contract in Gatekeeper

• Allow Gatekeeper contracts to push updates back to the linked Deal in HubSpot

This integration can also be embedded into key processes, such as deal pipelines and contract workflows, as shown in the video below:

 

 

Configuration  ⚙️

Enable the HubSpot Integration

First, you need to enable the connection between Gatekeeper and HubSpot:

1. From the navigation menu, expand Settings then click Configuration.
2. Click HubSpot.
3. Switch on the  Enabled toggle.
4. Click Connect. This will open a page in HubSpot where you can authorise the Gatekeeper connection.
5. Select the account to connect and grant the integration the necessary permissions.

 

Fields Automatically Added to the Data Model

Once the connection is complete, Gatekeeper will automatically add new custom metadata fields to the data model. See the table below for details:

 

Select the Sales Pipeline to Connect

After enabling the integration, you need to select the pipeline you wish to sync across to Gatekeeper as contract records.

1. From the navigation menu, expand Settings then click Configuration.
2. Click HubSpot.
3. Expand the HubSpot pipeline dropdown list and select the deals pipeline you wish to connect with Gatekeeper.
4. Click Save.

Choose Deal Starting Stage

Next, select the stage at which a Deal in HubSpot should be considered ready to sync to Gatekeeper as a contract (and vendor) record.

1. From the navigation menu, expand Settings then click Configuration.
2. Click HubSpot.
3. From the HubSpot Deal starting stage dropdown, select the phase in your HubSpot Deals workflow where you want Gatekeeper to begin syncing the deal as a contract.
4. Click Save.

Map Statuses Between Gatekeeper and HubSpot

Gatekeeper will create and map a field named HubSpot Negotiation Status to your HubSpot Deal Stage. By default, the following stages are pre-mapped:

• Closed:Lost ↔️ Closed Lost
• Closed:Won ↔️ Closed Won

If you’d like more detailed updates, you can map additional statuses and stages. This allows users in HubSpot to see a more accurate reflection of the deal’s contracting stage.

1. From the navigation menu, expand Settings then click Configuration.
2. Click HubSpot.
3. From the Contract to Deal Mapping section, click ➕ Add Mapping.
4. Select the Gatekeeper status (left-hand side) that you want to link to a corresponding HubSpot Deal stage (right-hand side).
5. Click Save to confirm the mapping

Set Contract and Vendor Defaults

Certain fields are required when creating contract and vendor records in Gatekeeper. When creating records from HubSpot Deals, you’ll need to set default values for these fields.

• If the HubSpot deal workflow always relates to a specific contract type, you can set fixed default values here.
• If the details may vary between deals, consider using placeholder values (e.g. TBD) that can be updated later during a Gatekeeper workflow.

1. From the navigation menu, expand Settings then click Configuration.
2. Click HubSpot.
3. From the Contract Defaults and Vendor Defaults sections, use the dropdown menus next to each core field to adjust the default values applied to new records created in Gatekeeper from HubSpot deals.
4. Click Save to store these values.

Connect HubSpot with Gatekeeper Workflows  🔀

You can connect your HubSpot Deals pipeline with a contract workflow in Gatekeeper. As cards progress through the workflow, you can configure AutoActions to update the linked HubSpot Deal when the contract reaches key milestones.

Alternatively, for a setup without workflow integration, you can map the HubSpot Deal starting stage to Closed Won and set the default contract statuses as Live and Approved.

Set Up a Trigger to Start a Gatekeeper Workflow

When contracts are created in Gatekeeper, the HubSpot Negotiation Status will be automatically populated based on the mapped Deal Stage. You can use this populated value to automatically create a new workflow card for the contract.

1. From the navigation menu, click Workflows.
2. Expand the 3 dots on the relevant workflow, then select Workflow Triggers.
3. Click Add Trigger.
4. Enter a name then click Create.
5. To set up the condition, click Add then select HubSpot Negotiation Status and the associated value to start the workflow. 
6. Click Create.
7. Click the pencil icon to set the Trigger Status to Live, then click Update.

Configure AutoActions to Sync Records to HubSpot

Once a contract has completed the required reviews and execution steps in Gatekeeper, you can configure the workflow to automatically update the HubSpot Negotiation Status. This ensures the linked Deal in HubSpot reflects the contract’s actual progress.

Add the HubSpot Negotiation Status to the Workflow Form

Before configuring the AutoAction, the relevant field must be added to the form:

1. Click to edit the Start Phase of the workflow.
2. From Form, scroll to the bottom of the page and click Add Section.
3. Enter the below details then click ✅ Save.
   1. Section Name: Additional Contract Details
   2. Predefined: Contract
   3. Custom Data Group: Contract Data
4. To reduce visual clutter, hide the section in any workflow phase where it’s not needed.

 

Configure Automatic Updates to HubSpot Values

1. Click to edit the Done phase of the workflow.
2. From Actions, select the AutoAction: Update Contract checkbox.
3. Click Edit AutoAction Values.
4. Set the HubSpot Negotiation Status to the appropriate deal stage for executed contracts. Ensure this status has been mapped between Gatekeeper and HubSpot.
   

 

FAQ  💬

Q: What happens if a sync fails?

A: HubSpot will display the error message returned by Gatekeeper, for example:

You should resolve the issue in either HubSpot or Gatekeeper, depending on the cause. For example, the error shown above indicates a missing currency, so you’d need to add that currency in Gatekeeper.

Once the issue is resolved, use the Actions menu to retry the sync.

Q: Do we need to use HubSpot Negotiation Status as the Gatekeeper field for deal stage mapping?

A: No. You can use a different field if preferred.

The only requirement is that the field must be of the dropdown type, so its values can be directly mapped to your HubSpot Deal Stages.

Q: Can we map other fields between the Deal and the contract?

A: Currently the only configurable mapped field is the HubSpot Negotiation Status ↔️ Deal Stage

 

 

Additional Reading  📚

• 📖 Workflow Triggers - Learn about configuring triggers to automatically create cards on Gatekeeper workflows
• 📖 Configure Custom Data -Learn how to add or edit custom fields if you want to use a different field for the HubSpot Negotiation Status mapping.