HubSpot integrations, API work and custom apps
I'm a HubSpot integration consultant based in Wollongong. I connect HubSpot to the systems that actually run your business: your ERP's products, pricing, quotes and orders, your phones, your quoting, your website forms and your project tools. Off-the-shelf connectors when they're good enough. The HubSpot API, webhooks and custom code when they're not. Custom apps when your team needs something HubSpot doesn't do.
HubSpot is only as good as what it's connected to
Most CRMs end up as an island. The real prices live in the ERP, the call history lives in the phone system, and the job status lives in the project tool.
So people copy things across by hand. A rep rebuilds a quote because the ERP prices changed. Call notes get pasted in at the end of the day, or don't. A signed PandaDoc contract sits in an inbox. A won deal gets re-typed into Asana. And a tangle of Zaps, built over the years by whoever needed one, fails quietly for a month before anyone notices.
- Products and prices in HubSpot that don't match the ERP.
- Quotes built outside the CRM, so line items and deal amounts are guesses.
- Calls and voicemails that never reach the contact record.
- Website enquiries landing without their source or campaign.
- Zaps nobody remembers building, failing silently.
- A marketplace app that does 80% of the job, with the rest done by hand.
HubSpot integrations I build
The kind of work I do, from a light connection to a full two-way sync.
ERP to HubSpot
Products, SKUs and pricing synced from your ERP into the HubSpot product library, so quotes use current prices. Won deals and line items pushed back to the ERP as quotes or orders.
PandaDoc quotes and contracts
PandaDoc quotes, proposals and contracts generated from HubSpot deal data and line items, with the deal updated when the client signs. Or quote-to-line-item workflows inside HubSpot itself.
Asana project handover
A won deal creates an Asana project from the right template, with scope, contacts, dates and owners filled in. Nobody re-types the job for delivery.
Aircall and 3CX phones
Aircall set up properly, with calls, recordings and outcomes on the right contact and deal, and missed calls creating tasks. On 3CX, I check what your setup can pass to HubSpot before promising anything.
Website forms
WordPress, Gravity Forms and Typeform submissions landing in HubSpot with source, page and campaign attached, then routed to the right person.
Zapier for light jobs
Some jobs don't deserve custom code. Zapier is fine for low-volume, low-risk connections, as long as it's documented and someone is alerted when it fails.
HubSpot API and webhooks
For the jobs that matter: two-way syncs, high volumes, complex logic. Custom code against the HubSpot API with retries, logging and alerts, so failures get noticed.
Custom objects
When the standard objects can't describe your business, custom objects with association labels give integrations a sensible place to put the data. Enterprise tiers only.
AI agents via MCP
AI agents that read and write HubSpot through MCP, like drafting follow-ups from deal history or flagging incomplete records, with narrow permissions and human sign-off. See AI and automation.
When you need a HubSpot custom app
A custom app is software built on HubSpot's developer platform. It lives inside your portal and does something the standard features can't, like a card on a company record showing live contract and job data from another system.
You need one when your team keeps leaving HubSpot to find information or finish a task. Most businesses don't need one on day one, and I'll tell you if a workflow or a plain integration will do the job for less.
Custom apps from $15,000
What a custom app can include
- Private apps for secure, scoped API access to your other systems
- UI extensions and CRM cards showing live data on the record
- Custom actions on a record, like "send to ERP" or "create project"
- Logic HubSpot workflows can't express
- Source code you own, documented and handed over
Why a HubSpot integration consultant starts with the cheapest option
The best integration is the simplest one that won't break. Here's how I choose.
| Option | When it's right | Typical cost |
|---|---|---|
| Native connector or marketplace app | It does what you need, the vendor maintains it, and the gaps are small | App subscription plus setup |
| Zapier | Low volume, one direction, and nothing breaks badly if it runs an hour late | Single automation from $2,500 |
| HubSpot API, webhooks and custom code | Two-way sync, high volumes, prices or stock involved, or no connector exists | Integration from $7,500 |
| HubSpot custom app | Your team needs new cards, screens or actions inside HubSpot | From $15,000 |
HubSpot integration pricing
Fixed quotes after a scoping call. All prices AUD. No GST is added. Software subscriptions are paid to the vendors directly.
Single automation
- One connection between two tools
- Zapier or light custom code
- Documented, with failure alerts
HubSpot integration
- Data flow mapped and signed off
- API, webhooks or connector setup
- Error handling, retries and logging
- Tested with real records
- Documentation and handover
HubSpot custom app
- Private app and API access
- UI extensions and CRM cards
- Custom actions on records
- Source code you own
How a HubSpot integration gets built
Map the data flow
Which system owns each piece of data, what moves where and when, and what happens when it fails. One diagram you sign off.
Design
Field mapping, triggers, matching rules and error handling, decided on paper where changes are cheap.
Build and test
Built against test records first, then real ones in small batches. Your team checks the results before go-live.
Monitor and hand over
Logging and alerts so failures get noticed, plus documentation and a runbook. You own the code and the accounts.
What HubSpot integrations look like in practice
Typical scenarios, not client stories. The numbers are illustrative.
ERP prices into HubSpot overnight
Reps quote from an old price spreadsheet while the ERP has the real prices. A nightly sync updates 3,000 products in HubSpot. Reps quote from the deal, line items set the amount, and the won deal goes back to the ERP as an order without anyone re-keying it.
Calls on the record
Six reps on Aircall, nothing logged in HubSpot. After the integration, every call and recording sits on the right contact, missed customer calls create tasks, and the sales manager sees call activity next to the pipeline.
Gravity Forms with the source attached
Five Gravity Forms on a WordPress site send enquiries to a shared inbox. Each form now creates or updates a HubSpot contact with the page, campaign and product of interest, assigns an owner and creates a follow-up task.
An AI agent that chases stale deals
An agent connected through MCP reviews stale deals each Monday, drafts a follow-up from the deal history for the owner to approve, and flags deals with no amount. Nothing is sent until a human says yes.
Integrations designed by someone who uses the CRM
I've built ERP integrations for products, pricing and quoting, and HubSpot API work on contacts, deals and products, so I know where the hard parts are: matching records, price breaks, and deciding which system wins when both change.
I'm also a HubSpot admin and marketer, so integrations are designed around what sales and service need to see, rather than whatever the API happens to allow. Based in Wollongong, working across the Illawarra and remotely Australia-wide. For integrations that don't touch HubSpot, see systems integration.
Good fit
- Product businesses with an ERP, price lists and real quoting
- Teams re-typing data between HubSpot and other tools every day
- Businesses with a Zapier tangle nobody trusts
- Companies that want AI working on HubSpot data, safely
Not a fit
- You want a free connector switched on. Do that yourself.
- The other system has no API, no database access and no export
- Nobody will own the integration after handover
HubSpot integration FAQs
How much does a HubSpot integration cost?
Single automations start from $2,500, full integrations from $7,500 and HubSpot custom apps from $15,000, all. You get a fixed quote after a scoping call. App subscriptions are paid to the vendor directly.
Should we use a marketplace app, Zapier or custom code?
The simplest option that won't break. A good marketplace app beats custom code every time it fits. Zapier suits low-volume, low-risk jobs. Custom code against the HubSpot API is for two-way syncs, high volumes, or anything involving prices, stock or money.
Can you integrate HubSpot with our ERP?
Usually. If your ERP has an API, a database I can read or even a scheduled export, I can get products, pricing, customers and orders moving between it and HubSpot. The hard part is rarely the connection. It's agreeing which system owns which data.
What is a HubSpot custom app?
Software built on HubSpot's developer platform that runs inside your portal: CRM cards showing data from other systems, custom actions on a record, or logic workflows can't handle. Custom apps start at $15,000 because they're proper software, built, tested and documented.
Do integrations need a particular HubSpot subscription?
Sometimes. Much of the HubSpot API works on any tier, but features like custom objects or custom code inside workflows need specific paid tiers. I'll tell you before we design around anything you'd pay extra for.
Who owns the code?
You do. Code lives in your accounts or repository, with documentation and a runbook. API access is scoped to only what the integration needs.
What happens when something breaks?
Integrations I build log every run and alert someone when something fails. Fixes and changes after handover are covered by the HubSpot admin retainer or billed at $350 an hour.
Can AI agents work with HubSpot?
Yes. Through MCP, an AI agent can read and update HubSpot records within the permissions you allow. I design them with narrow access and a human approval step for anything that sends, deletes or changes money. More in AI agents explained.
Other HubSpot work
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Design, setup and fix-ups. Objects, pipelines, lifecycle, workflows and reporting built around how you sell.
From $9,500
Find out moreHubSpot migration
Move from another CRM, an email platform or spreadsheets with history intact and the junk left behind.
From $7,500
Find out moreHubSpot admin retainer
A senior HubSpot admin on call each month. Fixes, builds, reports and user help without hiring.
$2,800/month
Find out moreHubSpot health check
A fixed-price review of your portal with a ranked fix list. The fastest way to find out what's wrong.
$1,950
Find out moreHubSpot training
Hands-on HubSpot sessions for your sales, marketing or service team, built around your own portal.
From $3,500
Find out moreHubSpot implementation guide
The setup decisions that make or break HubSpot, and the mistakes I see in most portals. A 12-minute read.
Free guide
Find out moreRead first: How to win with systems. All rates are on the pricing page.
Tell me what needs connecting
Tell me which systems are involved and what's being typed twice. I'll reply within one business day with how I'd connect it and a ballpark price.
- Simplest option that won't break
- Fixed quote before any build
- Logging, alerts and documentation included
- Wollongong-based, working Australia-wide
What do you need connected?
I read every enquiry myself and reply within one business day.
Got it. Thanks.
I'll be in touch within one business day.