Hubspot Integration

1. Requirements

You must have administrator rights to set up the link.

2. Overview of the integration

With the Hubspot integration, either only administrators or also end users can push the contacts recorded with Lemontaps to Hubspot as leads or contacts either automatically or manually. This works for both the mobile version and the desktop version.

User Journey:

Case 1 - When manual push is enabled, select the contacts you want to export using the checkboxes in both the "Admin contact overview" and the "End-user contact overview", then click on Hubspot.
The export will then be initiated.
Case 2 - Automatic push: If you have selected “automatic push” in the settings, the push to Hubspot is started automatically for every new contact. Previous contacts are not pushed automatically. If you want to have the previously recorded contacts in the CRM as well, you would have to push them once.

Status of the export: In the contact table, you can see the status in the “Export” column. If you click on the symbol, you can see further information, e.g. when the export took place. If there is an exclamation mark behind the Hubspot symbol, you can see that the export has failed. If you manually push the contacts, you will also always receive an email with the number of contacts for which the export worked/failed.

The following attributes are transferred:

Predefined fields in Lemontaps	Contact
Notes	Yes, visible under Activities in the timeline:
Name prefix	No
First name	Yes
Last name	Yes
Position	Yes
Role	No
Department	No
Company	Yes
Email	Yes
Email work	No
Phone work	Yes
Phone Mobile	No
Fax	No
Website	Yes
Addressee	No
Address line 1	Yes
Address line 2	No
Zip code	Yes
City	Yes
Country	Yes – Lemontaps automatically converts any country name into the ISO country code upon export (e.g. "Deutschland", "Germany", or "Alemania" → "DE"), as HubSpot only accepts country codes.
DSGVO	No
Language	No
Profile picture	Yes (appears in the attachments box)
File attachments	Yes (appears in the attachments box)
Paper business card image	Yes (appears in the attachments box)
Signature	Yes (appears in the attachments box)
Met on	Yes
Met by	is created as “Contact Owner” if the Lemontaps user's account email is also a Hubspot user. If the Lemontaps user's account email is not a Hubspot user, the Hubspot user who set up the Lemontaps - Hubspot integration is used as the owner.

Contact vs. Lead

The settings “Allow users to choose between ‘Contact’ and ‘Convert Lemontaps contacts into CRM leads’” can be ignored for HubSpot, since HubSpot does not provide a separate lead type. If “Export as Lead” is accidentally selected instead of “Contact” in the settings, a contact will still be created in HubSpot as usual.

User-defined fields:

If you have created custom fields in Hubspot itself, you can also make them visible in the Lemontaps lead form.

Navigate to Contacts → Contact Fields → Internal Contact Form.
Click on “Re-import CRM fields”.
Then click on “Add field” → “CRM Custom Field” and select the custom field you want to add.

The custom fields from Hubspot will then be displayed in Lemontaps.

If you now fill in the custom fields via the Lemontaps lead form and export the contact to Hubspot, the correct field will be filled in.

Automatically Transfer Scan, AI & Event Data to Your CRM

Lemontaps can automatically transfer scan, AI enrichment, and event results to CRM fields during export. You set up the mapping once — after that, everything runs automatically.

The setup is done in the Contact Form. For a step-by-step guide, see the article Map Scan, Enrichment & Event Results to CRM Fields.

Custom fields without CRM mapping

Fields from your Lemontaps lead form that are not linked to HubSpot (e.g. trade show–specific information) are not automatically transferred to the CRM. If you don’t want to create a dedicated field for these in HubSpot, you can instead store this information in the notes field of Hubspot.

You can find the relevant setting here under section 3 “Custom Fields.”

Permissions
Can individual users also transfer contacts to HubSpot, or only admins?

You can configure this in the settings for editing permissions here (Point 12).

Automatic / Manual Export

Should newly captured contacts be exported to HubSpot automatically or manually?

You can define this here under section 1.

Duplicates:

If there is already a contact/lead in Hubspot with the same email address as the contact you want to push from Lemontaps, you can define how this should be handled under section 5, “Update existing CRM contact”, in the advanced settings of the CRM integration:

Do not export duplicates
- The export will not be performed, and the reason will be displayed in the export column. For manual exports, you will also receive an email notification.
Update existing CRM contact
- Instead of canceling the export, the existing contact/lead in Hubspot will be updated. The following options can be enabled independently:
  - Notes: Enable “Add notes to existing contact” and select what should be transferred (Notes only / Notes + custom fields / Notes + all fields).
  - Attachments: Enable “Export attachments” to also transfer files such as the profile picture or business card image.
  - Overwrite specific fields: Use the “Fields to overwrite” field to select which Hubspot fields should automatically be overwritten with the new value from Lemontaps. Fields that are not selected will not be overwritten.
    - How to set it up: 1. Navigate to Contacts → CRM Integration → Advanced Settings. 2. Scroll down to section 5, “Update existing CRM contact,” and select this option. 3. Scroll down to “Overwrite specific fields” and select the desired fields from the “Fields to overwrite” dropdown. 4. Click “Save.”
    - From now on, whenever the contact is exported again, each selected field will automatically be overwritten with the current value from Lemontaps. This is useful, for example, if a contact attends a new event and should automatically be synchronized with the latest event data.
    - Important: First name and last name cannot be overwritten individually. They must be stored as one combined value (first and last name together).

Note: The option “Export as duplicate contacts” is not available for HubSpot, as HubSpot generally does not allow duplicates.

3. Linking Lemontaps with Hubspot

Navigate to the Contacts → CRM Integration.
Click on Hubspot

Now click on “Authorize Hubspot”

A popup from Hubspot will now appear. Enter your login details. In most cases, you must have administrator rights with Hubspot.
Now authorize Lemontaps in the following popup.
Voilá Hubspot is now connected. You can now close the popup. Please note: You do not need to do anything in the “Leads”, “Contacts” etc. fields.

5. FAQs

My export has failed, what could be the reasons for this?

1) Missing information in the contact in Lemontaps:

For contacts, at least 1 name must be specified in the Lemontaps contact, i.e. either first or last name, otherwise there are problems with the export
For leads, at least the company name and 1 name must be specified in the Lemontaps contact, otherwise the export will not work

2) Duplicate:

The email address of the contact in Lemontaps already exists in Hubspot for a lead or for a contact.

3) Refresh:

With automatic synchronization, it is sometimes necessary to refresh the page to see the corresponding icon if, for example, a new contact has been created.
Updates to contacts in Lemontaps are not automatically updated in CRM.

4) Other reasons:

It may still not work. Try exporting the contact again. If it still does not work, please contact support@lemontaps.com.

What happens if required HubSpot fields are not filled in Lemontaps?
If these fields are not completed and the contact is exported to HubSpot, no error occurs—the contact is still successfully created in HubSpot.