Syncing Orders to HubSpot

HubSpot connects to Spatiko so your orders show up as contacts and deals in your CRM, without re-typing anything. This covers how the connection works and what the two sync toggles actually do.

Connecting HubSpot

Unlike some integrations, HubSpot doesn’t use an OAuth popup. Instead:

1. In HubSpot, go to Settings → Integrations → Private Apps and create a private app.
2. Grant it CRM scopes for contacts, deals, line items, and deal schemas.
3. Copy the access token HubSpot gives you and paste it into Spatiko.

HubSpot

Sync orders to HubSpot as deals with line items, and optionally capture leads from your order forms.

Private app access token ••••••••••••••••••••••••

In HubSpot go to Settings → Integrations → Private Apps → Create a private app, grant the CRM scopes for contacts, deals, line items and deal schemas, then paste the access token. We read your Hub ID automatically — no other fields to fill in. After connecting, turn on order sync and the lead form below; each sets up what it needs in HubSpot.

Cancel Connect

Spatiko validates the token and reads your HubSpot Hub/portal ID automatically — there’s nothing else to configure. The token is stored encrypted, the same way OAuth tokens are for other integrations.

Connecting requires a paid-plan feature (Marketing Pixels). If it’s not available on your plan, see pricing for what’s included.

If you reconnect later with a token from the same HubSpot portal, your sync and lead-form settings carry over. A token from a different portal resets those settings, since anything already saved (like form IDs) would no longer be valid there.

For the general shape of connecting and disconnecting tools, see how connecting works. Disconnecting HubSpot follows that same flow, and it isn’t gated by your plan — even if you downgrade, you can still disconnect it.

Order-to-deal sync

Turn this on and Spatiko starts mirroring your orders into HubSpot as contacts and deals. It’s not instant — after an order is created or updated, Spatiko waits about 10 seconds (coalescing repeat changes) before writing to HubSpot, so treat it as near-real-time rather than live.

For each synced order, Spatiko:

• Finds or creates a HubSpot contact using the client’s email, splitting their name into first/last, and sets their lifecycle stage to customer (if the order is paid) or lead (otherwise).
• Finds or creates a matching deal, preferring to adopt an existing one on the contact over creating a duplicate. The deal is named after the property address (or the client/company name if there’s no address), with an amount matching the order’s quoted total.
• Rebuilds the deal’s line items from the order’s items, plus a travel fee line and a discount line when either applies.
• Moves the deal to closed won when the order is completed or fully paid, or closed lost when it’s cancelled or archived. Otherwise it leaves the stage alone, so if you’ve moved the deal manually in HubSpot, Spatiko won’t overwrite that. Stage mapping uses HubSpot’s default pipeline only — it isn’t configurable from Spatiko.
• Sets the deal’s close date from the order’s first scheduled session, and associates the deal with the contact.

HubSpot Connected

HubSpot Portal 24681097

Order → deal sync

Creates or updates a HubSpot deal with line items, travel fee and discount for each order, and finds the contact by email. We set up the required deal properties when you turn this on.

Lead capture form

Loads the HubSpot tracking script on your public order forms and submits a contact when an order is placed, for original-source attribution. We create (or reuse) a form named Spatiko Lead Capture automatically.

Only loads after a visitor accepts marketing cookies — add your privacy policy under Settings → Legal.

Disconnect

If a sync fails, Spatiko records the error on the integration rather than blocking the order action you were doing. Turning this off just stops future syncing — it doesn’t remove anything already created in HubSpot.

See creating an order for how orders get their client, address, and line item data in the first place.

Lead capture form

This is a separate toggle. When it’s on, Spatiko creates two forms in HubSpot (“order placement” and “quote request”) and loads HubSpot’s tracking script on your public order forms, so HubSpot can attribute where a lead came from.

The tracking script only loads once the visitor has accepted marketing cookies — a visitor who declines them is never tracked, even with the toggle on. Turning the toggle off stops the script from loading going forward, but doesn’t delete the forms already created in HubSpot.

What doesn’t sync

HubSpot sync only covers orders, contacts, and deals. It doesn’t push your service/package catalog, send marketing emails, or create support tickets — those aren’t part of this integration.