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CRM Integration
Policy Balance Hub for HubSpot
Live API sync — read-only, every 15 minutes
This is a real API connection, not an export-and-upload workflow. Create a private app in HubSpot with read access to contacts and deals, paste its token once, and Policy Balance Hub reads your contacts and deals on a schedule — pulling only what changed since the last run. Nothing is ever written back to HubSpot.
Plan availability: CRM connections are available on Professional and up, where contacts sync into clients. Deals import into leads, which is on the Agency plan and up: on Professional they are not imported at all, and moving to Agency backfills the deals that were skipped.
What the integration does
- Connect by pasting a HubSpot private-app token — Settings → Integrations → Private Apps, with read access to contacts and deals. No CSV export step
- Contacts become clients, carrying first and last name, company, email, phone and mailing address
- On the Agency plan, deals become leads — HubSpot's default deal stages mapped onto lead statuses, the deal amount kept as estimated premium. On Professional the sync does not import them
- Runs every 15 minutes and reads only records modified since the previous run, so a large portal is read once and then kept current
- A field-coverage report shows which HubSpot property fills which Policy Balance Hub field — including the fields nothing fills — before you sync anything
- Test connection reports per-object access and names the missing scope when a token is under-permissioned, instead of failing with a bare 401
Why agencies use it
- Stop re-keying the same client between your CRM and your reconciliation system
- Reconcile against a client list that is current to the last quarter-hour, not to the last CSV export somebody remembered to run
- See exactly which fields the sync fills before you connect, rather than discovering the gaps a month later
What it does not do
Stated up front rather than discovered later.
- Read-only. Nothing is written back to HubSpot, and there is no two-way sync.
- Contacts and deals only. Companies, tickets, notes, tasks, engagements and custom objects are not read.
- HubSpot is the source of truth for the fields it fills. Editing one of those fields in Policy Balance Hub is overwritten on the next sync.
- Records are matched on the HubSpot record ID, so a client you already created by hand arrives as a separate record rather than being merged into the existing one.
- Custom deal pipelines are common, and a stage the connector does not recognise lands in the "new" lead status rather than being dropped.
- On Professional, deals are not imported at all. Leads are an Agency-plan feature, so the sync reads your deals and then skips them rather than writing records your plan does not include. Upgrading to Agency backfills them: the next sync re-reads your whole portal and imports the deals it skipped.
Frequently asked questions
- Does Policy Balance Hub write anything back to HubSpot?
- No. The connector is inbound only by design — it authenticates with read scopes and has no write path at all. The worst outcome of a bug on our side is stale data in Policy Balance Hub, never changed data in your CRM.
- Which plan do I need, and what happens to my deals on Professional?
- The connection itself is on Professional and up, and on Professional the contact-to-client half works fully. Deals are the half that depends on your plan: they import into leads, leads are an Agency-plan feature, and so on Professional the sync does not import them at all. It reads your deals, skips them, and the connection card in the app says it is doing that — nothing is written into a workspace your plan does not include. Move to Agency and the next scheduled sync re-reads your whole portal and backfills the deals it skipped, so the months you spent on Professional are not a gap in your lead history. If leads are why you want the sync, budget for Agency; if you want your client list current, Professional is enough.
- What HubSpot permissions does it need, and is there an OAuth flow?
- The private app needs read access to contacts (crm.objects.contacts.read) and to deals (crm.objects.deals.read). Test connection checks both and tells you which one is missing rather than making you guess; a token that does not report its scopes is accepted and checked on the first real sync. There is no HubSpot OAuth redirect flow today — connecting HubSpot means pasting a private-app token. Salesforce is the one that uses OAuth.
- How often does it sync, and what happens if HubSpot is slow?
- Every 15 minutes, reading only what changed since the last successful run. Each connection takes its own lock, so a slow run is skipped on the next tick rather than run twice. A failed run is retried on the following tick — it is not dropped from the schedule.
Ready to stop drowning in spreadsheets?
See how Policy Balance Hub can automate premium reconciliation for your agency. Start the trial in minutes — or request a personalized walkthrough.
14-day free trial (up to 100 policies, 3 users). No credit card required.