Why connect HubSpot to Lavawall®?
Most MSPs end up with their customer data fragmented across at least three systems — the RMM knows the devices, the PSA knows the tickets, and HubSpot knows the deals, the marketing emails, and the renewal conversations. Switching between them all day is friction, and reconciling them at quarter-end is worse.
The HubSpot connector pulls the CRM half of that picture into Lavawall® on a recurring basis, so you can:
- Open a ticket and see the customer’s open deals, recent meetings, and sales-call notes in the same view as their device health.
- Pull billable hours by client without opening HubSpot — the deal record is already linked to the company in your helpdesk.
- Spot the gap between “customer who’s in renewal conversations” and “customer with three escalated tickets this week” before it becomes a churn risk.
- Use the marketing-asset metadata (landing pages, forms, blog posts) to confirm what a customer was looking at before they reached out for support.
What gets synced
Lavawall® pulls the full customer-relationship surface from HubSpot — not just contacts and companies, but the activity around them. The connector runs every few minutes and is fully incremental, so only changed records cross the wire after the initial backfill.
| Object | What we import |
|---|---|
| Core CRM | |
| Companies | Maps to Lavawall® client orgs by name and domain. Industry, size, owner, lifecycle stage, custom properties, and the full activity timeline come along. |
| Contacts | End-users and decision makers, attached to the right companies. Email, phone, job title, lifecycle stage, lead status, and last-touch dates. |
| Deals | Open and closed deals with their pipeline, stage, amount, close date, owner, and associated companies and contacts. The pipeline structure itself is imported so deal stages match what you set up in HubSpot. |
| Pipelines | Both deal pipelines and ticket pipelines are imported. Stages, probabilities, and the order they appear in your HubSpot board are preserved. |
| Tickets | HubSpot Service Hub tickets, with their pipeline, stage, priority, and associated company & contact. Linked to ticket activity if you use HubSpot for support. |
| Activity & communication | |
| Notes | Internal notes attached to companies, contacts, or deals — the running commentary your sales team builds up on each account. Visible in Lavawall® alongside helpdesk activity for that company. |
| Emails | Logged sales emails (from HubSpot Sales) with subject, body, sent timestamp, and the contact they were sent to. Great for “when did we last reach out to them?” queries. |
| Calls | Call records, durations, dispositions, and any transcribed or manually-entered notes. Tied to the contact and company they were with. |
| Meetings | Meeting events with start time, duration, attendees, and notes. Useful for confirming the last in-person touch with a client. |
| Tasks | Outstanding to-dos against contacts, companies, or deals — surfaced in Lavawall® so technicians can see “sales has a follow-up scheduled with this customer next week” before they reply to a ticket. |
| Conversations | HubSpot inbox conversations — chat, form submissions, email threads — with their messages and assigned agents. |
| Sales tools | |
| Quotes | Quote documents, line items, totals, and statuses. Linked to the deal they belong to. |
| Products | Your HubSpot product library — SKUs, prices, descriptions — available in Lavawall® for quote and deal context. |
| Line items | Per-deal product line items so you can see what was actually sold on each closed-won deal. |
| Marketing assets | |
| Forms | Form names, field definitions, and submission counts. So you can correlate “customer filled out the ‘Request a quote’ form” with their support history. |
| Landing pages | Published landing pages with titles, URLs, and view stats. Useful context when a contact comes in via a specific campaign. |
| Site pages | Hosted website pages with metadata. |
| Blog posts | Published posts with titles, authors, and URLs — handy for KB-search context if your content marketing answers customer questions. |
Note: at present the connector is read-only from HubSpot → Lavawall®. Two-way sync (creating HubSpot deals or updating contact properties from Lavawall®) is on the roadmap.
Setup
HubSpot uses OAuth, so there are no API tokens to copy around — you authorize Lavawall® once from inside your HubSpot account and the connection stays live.
- In Lavawall®, click Tickets on the left navigation, then Setup, then Imports.
- Click HubSpot Integration.
- Click Connect HubSpot. You’ll be redirected to HubSpot to authorize the integration.
- Sign in with a HubSpot user that has access to the data you want to sync (admin works for everything; a portal user with read-only Marketing/Sales/Service permissions is enough for a read-only sync).
- Review the requested scopes and click Connect app. You’ll be sent back to Lavawall®.
- The first sync starts immediately — expect a few minutes for a small portal, longer for portals with hundreds of thousands of activities. Initial backfill runs in the background; you can navigate away and come back.
- Toggle PSA daemon on under your account settings to keep the connector running automatically every few minutes.
Tips:
- The setup page shows live counts as objects come in, plus a per-step success/failure indicator.
- If a sync step hits a permission error (e.g. your token doesn’t have
crm.objects.deals.read), the indicator turns red with the exact missing scope so you know what to fix in HubSpot. - The Re-sync button on the setup page kicks off an immediate run without waiting for the next scheduled tick.
- OAuth tokens are refreshed automatically — you don’t have to re-authorize unless you explicitly disconnect the integration in HubSpot.
What you can do once it’s connected
CRM context on every ticket
Every ticket gets a CRM panel showing the company’s open deals, lifecycle stage, deal owner, recent notes, and last sales touch. Technicians stop having to ask “is this customer in the middle of a renewal?” — the answer is right there.
Revenue-aware prioritization
Sort tickets by deal value or lifecycle stage so the customer with the $50k expansion deal in negotiation gets attention before the prospect who hasn’t signed yet. SLA defaults can be overridden by deal stage.
Churn-risk surfacing
Lavawall® flags accounts where ticket volume or escalation rate doesn’t match their CRM signal — lots of escalations from a high-value account, or a deal stuck in negotiation while support traffic spikes. Sales gets pinged before the renewal conversation gets awkward.
Time tracking by deal
Billable hours from remote-support sessions and ticket work roll up to the deal so you can see which customer engagements are eating into margin and which are paying off.
Single-pane customer search
Search by company or email and see every artifact in one place — tickets, deals, notes, meetings, calls, devices, security alerts. No more pivoting between three tabs to answer one question.
Deal-aware variables
Canned responses can reference deal-level custom variables — so the “Welcome to onboarding” template pulls in the deal owner’s name and the close date, not just the contact’s name. More on variables.
Data & privacy
- Where it’s stored: all data syncs into your Lavawall® tenant database, hosted in the same region as the rest of your console data.
- Credentials: OAuth access and refresh tokens are encrypted at rest and never displayed back in the UI. Only Super Admins on your account can edit the source configuration.
- Reads only: the connector requests read-only scopes for the objects above. It does not write to HubSpot, does not create or modify HubSpot records, and does not send marketing emails.
- Audit: every sync run is logged with start time, duration, per-object counts, and any error messages. Available under Tickets → Setup → Imports → HubSpot Integration → Sync history.
- Removal: deleting the HubSpot source from the setup page revokes the OAuth tokens at HubSpot and stops further syncs. Imported records remain (so historical context stays accessible) and can be deleted in bulk if needed.
Pricing
The HubSpot connector is included with all Lavawall® MSP plans at no extra cost. The only thing that affects throughput is your HubSpot portal’s API rate limit — we respect those automatically and back off when needed.
Ready to connect?
Sign in to your Lavawall® console and head to Tickets → Setup → Imports → HubSpot Integration. Or, if you don’t have an account yet, start a free trial and the connector will be waiting in the menu.