Qualified leads straight to sales
Ask company size, budget and timeline. Every visitor becomes a contact; only the ones who meet your bar also get a deal in the first stage, so sales works a clean pipeline.
HubSpot chatbot integration
The HubSpot step sends what a visitor tells your chatbot straight into HubSpot CRM: it creates the contact, or updates the one that already has that email, and can open a deal or add a company in the same conversation.
Build on the Free plan. The HubSpot step runs on Pro ($39/month) and above.
- Builder step
- HubSpot: Contact, Deal, Company or Search
- How you connect
- Sign in with HubSpot (OAuth)
- Duplicates
- An existing email updates that contact
- Plan
- Pro and above (native integrations)
- HubSpot accounts
- 3 on Pro, 10 on Business
What it does
What the HubSpot step can do
A chat lead that has to be copied into the CRM by hand is a lead that waits. The HubSpot step removes the wait: as soon as the visitor answers, the contact exists in HubSpot with their name, email, phone and company, ready for your sequences, lists and reports.
It is built to be run on every conversation safely. If the visitor is already a contact, HubSpot recognises the email and Conferbot updates that record instead of failing or creating a duplicate. If you are weighing HubSpot's own chatbot against a standalone builder that feeds HubSpot, read HubSpot chatbot vs a standalone AI chatbot.
Create or update a contact
Map email, first name, last name, phone, company and website to chat variables. A new email creates a contact; an email HubSpot already has updates that contact with the new answers.
Open a deal
Create a deal with a name such as New deal - ${name}, an amount, a deal stage and a pipeline. Leave the pipeline empty to use your default one.
Add a company
Create a company record with its name, domain, phone and industry, taken from what the visitor said about their business.
Search contacts
Look a contact up by email, name, phone or another property, for example to check whether the visitor is an existing customer before choosing which path the flow takes.
Keeps the result
Name a variable under Save result and HubSpot's response is kept for later steps. If HubSpot is unreachable, the visitor still finishes the conversation and the variable stays empty.
No API keys
You connect with HubSpot's own sign-in and choose the portal. The connection is saved to your workspace and reused by every bot that needs it.
Reference
Fields in the HubSpot step
| Operation | Fields you can map |
|---|---|
| Contact | Email, first name, last name, phone, company, website. An existing email updates that contact. |
| Deal | Deal name, amount, deal stage (HubSpot's internal stage name, such as appointmentscheduled), pipeline (blank for default). |
| Company | Company name, domain, phone, industry. |
| Search | A search query, usually ${email}; matches email, name, phone or other contact properties. |
| All operations | HubSpot account to use, and an optional Save result variable. |
Setup
How to connect HubSpot to your chatbot
About five minutes. You need a Pro or higher Conferbot workspace and a HubSpot user who can approve app access for the portal.
- 1
Collect the contact details
Ask for at least an email (with an email question, so the format is checked), plus name, company and phone if you want them in HubSpot. Save each answer to a variable.
- 2
Add the HubSpot step
Drag the HubSpot step to where the answers are complete and choose Contact.
- 3
Connect your HubSpot portal
Choose Connect, sign in to HubSpot and approve access for the portal you want. The account is then available in every bot in the workspace, and on the Integrations page.
- 4
Map the properties
Type
$in each field and pick the matching variable:${email}for Email,${name}for First name, and so on. - 5
Add a deal if you sell
For qualified leads, add a second HubSpot step set to Deal with the stage your team starts new opportunities in. Put it behind a condition so only qualified visitors create deals.
- 6
Test and publish
Preview the bot with a test email, confirm the contact appears in HubSpot, run it again with the same email to see the update, then publish.
Recipes
Flows people build with HubSpot
Demo request with a booked slot
Create the contact, then let the visitor pick a time with the Google Calendar step. The rep sees the contact and the meeting before the call.
Recognise existing customers
Search contacts by ${email} at the start of a support flow. If the visitor is found, route them to customer support; if not, offer sales. The same step also keeps returning visitors' details up to date.
Account-based capture
For B2B forms, create the company with its domain and industry as well as the contact, so the lead lands on the right account in HubSpot.
Access
Permissions and access
What HubSpot is asked for
Conferbot's HubSpot app asks for read and write access to contacts, deals and companies, the three record types the step works with. It does not ask to change your HubSpot settings, users or marketing emails.
Who records are created as
Records are created through Conferbot's app in the portal you approved, so HubSpot shows the app as the source of the change in the record history. Use HubSpot workflows to assign an owner when a contact arrives from the chatbot.
Disconnecting
Remove the account on the Integrations page, or uninstall the app in HubSpot under connected apps. HubSpot steps that used it stop writing until you reconnect, and the conversation itself keeps working.
Several portals
Agencies and companies with separate HubSpot portals can connect more than one: up to 3 on Pro and 10 on Business. Each HubSpot step picks the portal it writes to, so one bot can feed different portals from different branches of the flow.
Good to know
Limits and behaviour to plan around
Email is the key
HubSpot de-duplicates contacts by email. Conferbot relies on that: an email HubSpot already knows updates the existing contact. Without an email, every run creates a separate contact, so ask for it first.
Deal stages use internal names
The deal stage field takes HubSpot's internal stage value, not the label you see on the board. Find it in HubSpot under the pipeline's stage settings. Custom pipelines need their own pipeline ID.
Separate steps, separate records
Contact, deal and company are created by separate steps. Link them up in HubSpot with workflows or associations if your process needs the deal on the contact automatically.
HubSpot's API limits
Calls count against your HubSpot portal's API limits, which depend on your HubSpot subscription. A normal chatbot makes one call per step per conversation. See HubSpot API usage guidelines.
Troubleshooting
Fixing common HubSpot problems
| What you see | Why, and the fix |
|---|---|
| Contacts appear without a name | The name variable was empty when the step ran. Move the HubSpot step after the name question and check the variable is the one that question saves. |
| Duplicate contacts | Those runs had no email. Make the email question required before the HubSpot step. |
| Deal creation fails | The deal stage or pipeline value does not exist in your portal. Copy the internal stage name from HubSpot's pipeline settings, or leave the pipeline empty for the default. |
| The account is missing from the menu | The HubSpot connection was removed or expired. Reconnect it from the step or the Integrations page, then refresh the account list. |
| Search finds nothing | The query is empty or the visitor used a different email than HubSpot has. Search by the variable that holds the email they just gave. |
FAQ
HubSpot integration: common questions
Will the chatbot create duplicate contacts in HubSpot?
Not when it has the visitor's email. If HubSpot already has a contact with that email, Conferbot updates that contact instead of creating a new one.
Which HubSpot records can the chatbot create?
Contacts, deals and companies. A fourth operation searches existing contacts by email, name, phone or another property.
Do I need HubSpot's paid plan?
No specific HubSpot tier is required by Conferbot; the integration uses HubSpot's standard CRM records. Your portal's API limits depend on your HubSpot subscription.
Which Conferbot plan includes the HubSpot integration?
HubSpot is a native integration, included on Pro and above. You can build and preview the flow on any plan.
Can I send custom properties?
The Contact step maps email, first and last name, phone, company and website; Deal maps name, amount, stage and pipeline; Company maps name, domain, phone and industry. For other properties, use the webhook or Zapier steps.
How do I set the deal stage?
Enter HubSpot's internal value for the stage, such as appointmentscheduled for the default pipeline's first stage. You can find each stage's internal value in HubSpot's pipeline settings.
What happens if HubSpot is down?
The visitor finishes the conversation normally. The step's result variable stays empty, so you can add a fallback such as an email alert to your team.
Can I connect more than one HubSpot portal?
Yes. Pro workspaces can connect up to 3 HubSpot accounts and Business workspaces up to 10, and each HubSpot step chooses which one to use.
Should I use HubSpot's built-in chatbot instead?
HubSpot's bot lives inside HubSpot's chat. A standalone builder like Conferbot runs the same flow on your website, WhatsApp, Telegram and other channels and still writes to HubSpot. The comparison guide covers the trade-offs.
Turn every chat into a HubSpot contact
Start free with Conferbot - the free plan includes 600 conversations a month and needs no credit card, so you can build the lead flow today. The HubSpot step switches on with Pro.
Checked against Conferbot's product and HubSpot's documentation on November 3, 2026: HubSpot CRM contacts API, HubSpot API usage guidelines.
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