How to Set up a HubSpot-Smartsheet Integration (3 Methods)

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HubSpot is one of the leading CRM tools on the market, but it’s also a powerful hub for marketing initiatives, sales, and customer support. That means many customer-facing teams can spend their entire day working exclusively in HubSpot, which can silo them away from the rest of the organization. When other teams use a dedicated project management solution — like Smartsheet — everyone loses out on crucial context and opportunities for collaboration.

That’s why many organizations look for ways to integrate HubSpot with Smartsheet in a way that scales with them as their operations grow. Here are three popular options for doing this, along with why they may — or may not — be the best solution for you.

Using HubSpot’s Data Sync

HubSpot’s Data Sync is a built-in two-way sync that supports 90 tools, including Google Contacts, Pipedrive, Mailchimp, and Smartsheet. It’s part of HubSpot’s broader operations hub, which includes other integrations and automations.

This option’s main advantage is that it’s available with all HubSpot plans — though the free version is more limited — and doesn’t require any serious technical skills to set up.

Here’s how you can set up HubSpot Data Sync to sync data over to Smartsheet:

1. Make sure you have the right permissions.
   • You need to either be a super admin or have App marketplace permissions.
2. Click the Marketplace icon at the top of the navigation bar in HubSpot.
3. Click on App Marketplace.
4. Write “Smartsheet” in the search bar, then open the first result in your search.
5. You’ll see a list of permissions HubSpot needs to sync your data. Click Allow and you’ll be taken back to the app page
6. Now, you can turn on your HubSpot-Smartsheet integration by going to Data Management and clicking on Integrations.
7. Click on the app you’ve just added to HubSpot and click Set up your sync.
8. From there, you can choose what HubSpot objects you want to sync to Smartsheet, as well as whether you want to make this a bidirectional sync or not.

And that’s it! With that, you’ve just set up HubSpot’s Data Sync to move data back and forth between HubSpot and Smartsheet.

But is it the best solution for your workflows?

Limitations of this method

Here are some reasons why you might want to consider another option:

• Pricing limitations: While Data Sync is available with free HubSpot plans, features like custom field mappings and duplicate management are only available with paid HubSpot plans.
• Only available with HubSpot: If you only need to pair Smartsheet with HubSpot, then HubSpot’s Data Sync is a solid option. But if you want a solution that can integrate Smartsheet with other tools, this won’t work for you.

So what about other methods?

Using automation tools (like Zapier)

Zapier is an automation platform that allows users to set up simple one-way automations between tools like HubSpot, Smartsheet, and thousands of other tools. Its simple, no-code, drag-and-drop interface means you don’t need any technical skills to set this up.

You can set up a Zap (Zapier’s word for its automations) by following these steps:

1. Choose your trigger app and connect your app account to Zapier.
   • The “trigger app” is the source of your automation. If you want to push data from HubSpot to Smartsheet, for example, HubSpot would be your trigger app.
2. Customize your trigger event by choosing what kickstarts your automation (e.g. creating a new HubSpot ticket).
3. Choose your action app and connect your app account to Zapier.
   • The “action app” is where the automation actually happens. If you’re pushing data from HubSpot to Smartsheet, Smartsheet would be your action app.
4. Map your fields.
5. Test your Zap.

That’s how easy it is to set up your first Zap. Once you do, data will start flowing between HubSpot and Smartsheet.

So is this the right option for you? Let’s find out.

Limitations of this method

Before you start setting up your first Zap, consider these limitations:

• Works best for new data: Zapier can automatically push new data between tools without much trouble, but moving historical data is a bit more complicated. You have to manually set up triggers (e.g. when a certain field is changed) that flag historical items you want to sync. It’s a workaround that makes things unnecessarily complicated.
• One-way automation: Zapier is an automation platform, meaning it moves data from one tool to another. It doesn’t send any data back unless you set up a complex chain of automations to replicate a two-way integration.
• No real-time sync: Even if you can set up that complex automation chain, Zapier can’t achieve the same functionality as a real-time two-way sync solution like the other options on this list.

So what if you really need a live two-way sync?

Integrating HubSpot and Smartsheet with Unito

Unito is a no-code, two-way sync solution with some of the deepest integrations on the market for tools like HubSpot, Smartsheet, Jira, Salesforce, ServiceNow, and more. With a true, real-time two-way sync, Unito is often the best method for connecting tools, and you don’t need significant technical skills to set it up

Here’s what makes Unito your best choice for integrating HubSpot and Smartsheet.

Why Unito is the best solution

• It supports 50+ tools: Whether you want to connect HubSpot with Smartsheet, Smartsheet with Salesforce, or HubSpot with Google Contacts, Unito has an integration for you. That makes it more flexible than HubSpot’s Data Sync.
• It’s a true two-way sync: Unlike automation platforms like Zapier, Unito is two-way by default, meaning you can sync work items from HubSpot to Smartsheet and back with a single flow.
• It has deep integrations: Not all integrations have the depth that Unito’s do. Nearly every field in HubSpot and Smartsheet can be mapped, and many can be used to filter data you don’t want to sync.

Setting up your flow

Here’s a step-by-step guide showing how easy it is to integrate HubSpot and Smartsheet with Unito.

Step 1: Connect HubSpot and Smartsheet to Unito

First, connect your tools. In this case, connect a HubSpot workspace with a Smartsheet sheet.

Step 2: Pick flow direction

This will determine if new HubSpot or Smartsheet work items are automatically created in just one tool or both. It’s where Unito stands out, since you can easily sync in one direction or both.

Step 3: Build rules

You don’t always want to sync absolutely every item in HubSpot to Smartsheet, and vice-versa. That’s where Unito rules come in. You can choose fields in either tool to filter out work items (e.g. assignees and labels) and sync the rest.

Step 4: Map your fields

Unito supports most fields in Smartsheet and HubSpot, meaning no details get missed. In most cases, Unito can map fields in HubSpot and Smartsheet automatically, but you can fine-tune them yourself if you’d like.

And that’s it! Now your flow is ready to launch.

Looking for other ways to integrate Salesforce and HubSpot?

Here are in-depth guides to syncing HubSpot and Smartsheet to the rest of your tool stack:

• Connect HubSpot with Google Sheets
• Sync HubSpot deals with Asana tasks
• Integrate Smartsheet with Azure DevOps
• Connect Salesforce and Smartsheet

Ready to start?

Meet with our product experts to see what Unito can do for your team.

Book a demo

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