What syncs with HubSpot
What travels from Cord to HubSpot, what comes back and what stays where it is.
At a glance
| In Cord | In HubSpot | Direction |
|---|---|---|
| Client (company name) | Company | Cord → HubSpot, and the name comes back |
| Client (contact, email, phone) | Contact associated with the Company | Cord → HubSpot, and changes come back |
| Sent quote | Deal associated with the Company and Contact | Cord → HubSpot only |
| Quote status | Deal stage | Cord → HubSpot only |
Clients → Companies and Contacts
The Company
| Field in Cord | HubSpot property |
|---|---|
| Company | Company name |
Every Cord client creates its own Company in HubSpot. Cord does not look for existing Companies by name: if you already had that company in HubSpot before connecting, you may end up with two. Review your Companies after using Send existing data.
The Contact
| Field in Cord | HubSpot property |
|---|---|
| Contact (name) | First name and Last name. The first word goes to First name and the rest to Last name. |
| Phone | Phone number |
- The Contact is only created if the client has an email or contact name. A client with neither stays as a Company only.
- No duplicate contacts: before creating a Contact, Cord looks in HubSpot for one with the same email. If it exists, Cord uses it and updates its data instead of creating another.
- The Contact is associated with the client’s Company.
- If two Cord clients share the same email, only the first is linked to that Contact, and the panel shows a warning to fix the duplicate email in Cord.
When they are sent
A client is sent to HubSpot when created and every time it is updated in Cord. It is also sent before its first quote, so the Deal is created already associated. If a change does not touch any field that goes to HubSpot (for example, you changed payment terms), Cord makes no call.
Quotes → Deals
| Data in Cord | Deal property |
|---|---|
| Number and client | Deal name, like “COT-128 · Northwind” |
| Total | Amount |
| Sale currency | Currency |
| Chosen pipeline | Pipeline |
| Quote status | Deal stage, per your stage settings |
| Actual close date | Close date, only when reaching Rejected, Expired, Paid or Invoiced (details) |
- Drafts are not sent. The Deal is created when the quote is sent to the client.
- On creation, the Deal is associated with the client’s Company and Contact.
- Every status change moves the Deal to the matching stage: Sent, Viewed by client, Approved, Rejected, Expired, Paid and Invoiced.
- If the total changes (for example, you edit and resend), the Deal amount is updated.
- A status without a stage is not sent. If you left a status without a stage, quotes in that status do not reach HubSpot until you assign one.
From HubSpot to Cord
When someone corrects data in HubSpot, Cord receives it right away and applies it to the linked client:
| If in HubSpot you change | In Cord it changes |
|---|---|
| Company name of the Company | Company |
| First name or Last name of the Contact | Contact |
| Email of the Contact | |
| Phone number of the Contact | Phone |
Rules:
- Linked clients only. Creating a new Company or Contact in HubSpot does not create a client in Cord.
- An empty field does not erase anything. If you clear the phone in HubSpot, Cord keeps the one it had.
- An invalid email is ignored.
- Nothing else comes back: credit, payment terms, tax data and address are edited only in Cord.
- The change is recorded in Settings › Audit log as coming from HubSpot with the fields that changed, and fires the A client is updated event for your workflows and webhooks.
Deals do not come back. Moving a Deal’s stage, changing its amount or deleting it in HubSpot changes nothing in Cord. The sale status is decided by the client’s approval and payment in Cord.
No echoes
When a change arrives from HubSpot, Cord applies it but does not send it back to HubSpot. And when Cord sends something to HubSpot, it recognizes the notification HubSpot sends back and does not process it as a new change. No data bounces between the two tools.
Deletions
| If you delete… | Then |
|---|---|
| A client in Cord | Cord forgets its HubSpot link. The Company and Contact stay in HubSpot. |
| A draft quote in Cord | Nothing; drafts are not sent. |
| A Company or Contact in HubSpot | Cord forgets the link. The client stays in Cord; if you edit it again in Cord, it is created again in HubSpot. |
| A Deal in HubSpot | Cord detects it on the next change to that quote and creates a new Deal. |
Cord never deletes anything in HubSpot.
When it happens
- Right away. Every change in Cord is sent as soon as it happens, usually within seconds.
- With retries. If HubSpot does not respond or asks to slow down, Cord retries automatically, up to 5 times per send, with more spacing each time.
- A daily check picks up any pending send and clears send history older than 14 days.
The panel shows how many sends are Queued and how many failed in Errors (7 days).
Existing data
Connecting HubSpot does not send anything from the past on its own. To send what already existed:
- In Settings › Integrations › HubSpot, find Existing data.
- Click Send existing data.
- You see “N records queued for HubSpot”. It runs in the background; you can leave the page.
What is sent:
- Up to 500 clients, the most recent.
- Up to 500 quotes that are not drafts, the most recent.
- Anything already linked and unchanged is not created or updated again, so you can click the button more than once without duplicating.
What does not sync
- Products and catalog.
- Quote line items.
- Cord Invoicing invoices, payments, CFDI and documents.
- Tasks, payment promises and chat conversations.
- Notes, except those created by a workflow with the Add a note in HubSpot action.
- HubSpot owners: Deals and Companies are created without an assigned owner.