Custom engineered Service & Projects integration

Hubstaff & HubSpot integration

Custom engineered for your business by SpotDev's accredited developers

Connect Hubstaff to HubSpot so tracked hours per project and task appear on the HubSpot deal or company they were sold against, and billable time is ready for invoicing without a spreadsheet in between.

  • 3 weeks typical turnaround
  • £5k-£15k typical investment
  • OAuth 2.0

Why connect Hubstaff to HubSpot

Agencies and service firms sell work in HubSpot and track delivery in Hubstaff. The two are never compared until month end, when someone reconciles hours against what was quoted.

  • Hours tracked in Hubstaff are not visible on the HubSpot deal, so account managers cannot see budget burn while there is still time to act.
  • Billable and non-billable time is flagged in Hubstaff, but invoicing decisions are made from HubSpot without that flag.
  • Hubstaff's detailed activities come back in 10-minute blocks over at most a 7-day window per request, so a sync has to page and aggregate properly.
  • New projects created in Hubstaff are not linked to the deal that sold them.

What you can do with Hubstaff and HubSpot

What we typically sync from Hubstaff into HubSpot:

  • Pull daily activity totals per project and user from Hubstaff and write tracked and billable time onto the associated HubSpot deal or company as hours, refreshed hourly.
  • Create the Hubstaff project and client when a HubSpot deal is won, and store the Hubstaff project ID on the deal so time can be matched back.
  • Use Hubstaff webhooks (timer.start, timer.stop, activity.create) to keep hours current between polls and to flag work starting on a deal with no signed order.
  • Compare tracked hours against the quoted budget on the deal and trigger a HubSpot workflow when a threshold is crossed.

How the Hubstaff & HubSpot integration works

One-way sync
Sync direction between Hubstaff and HubSpot
Hourly sync
How often data updates flow
OAuth 2.0
Secure authentication method
Time Entries, Tasks
Records kept in sync
Data Hub
HubSpot hubs supported
3 weeks
Typical time to deploy

Typical setup

  1. Connect OAuth
  2. Select projects
  3. Map users
  4. Enable polling

Integration Impact Analysis

With Integration

  • Streamlined operationsAutomated workflows replace manual processes
  • Single source of truthConsistent data across all revenue teams

Without Integration

  • Manual processesTeams managing tools instead of revenue
  • Data silosCritical insights trapped in silos

Hubstaff & HubSpot integration: FAQs

Does Hubstaff have an API that HubSpot can use?
Yes. Hubstaff's REST API at api.hubstaff.com covers organisations, projects, tasks, activities, time entries, clients and invoices, authenticated with OAuth 2.0 apps, personal access tokens or organisation access tokens. Activities come back in 10-minute blocks with a billable flag, and there are daily aggregates and an updates endpoint for changed records. Webhooks signed with HMAC-SHA256 cover events such as timer.start, timer.stop and activity.create.
What data can sync between Hubstaff and HubSpot?
Tracked and billable time per project, task and user onto HubSpot deals and companies, Hubstaff projects and clients created from won deals, and webhook events used to trigger HubSpot workflows. The standard build is one way from Hubstaff into HubSpot.
How long does a Hubstaff HubSpot integration take?
About 3 weeks, including mapping projects to deals and testing against a week of real tracked time.
How much does a Hubstaff HubSpot integration cost?
Typically £5k-£15k depending on how many projects and rules are involved, with a fixed price confirmed after scoping.

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