HubSpot CRM

When supporters donate through Fundraise Up, the integration sends their information to HubSpot in real time. Each successful donation creates the corresponding records in your CRM.

Only successful donations are synced. Failed or pending donations remain in Fundraise Up.

The integration starts in a paused state when you connect your accounts, so you can configure mappings and settings before data transfers. After you enable sync, new donations generate records in HubSpot based on your configuration.

When a donation is received, the integration creates or updates records in HubSpot:

• Deals: Individual donations with amounts, dates, and campaign details.
• Contacts: Supporters with personal and contact information.
• Recurring Plans: Custom objects that track recurring donation subscriptions (requires HubSpot Enterprise subscription).

The integration creates Deals in HubSpot to represent one-time donations and installments of recurring donations. All Deals are automatically placed in a dedicated "Fundraise Up Donations" pipeline that the integration creates in your HubSpot account at the time of connection.

The integration fills in the following fields by default:

• Amount
• Close Date
• Deal Name (based on your integration settings in Fundraise Up)
• Deal Stage (automatically set to the appropriate stage within the pipeline)

For each donation, the integration attempts to find an existing Contact based on your "Match contact" setting configured in Fundraise Up (explained below).

If the integration finds a match, it links the Deal to that Contact and updates their information with any new details from the donation. If it doesn't find a match, it creates a new Contact and associates the Deal with the new Contact.

In both cases, the integration updates fields including:

• Name
• Email address
• Email mailing list opt-in status
• Phone number
• Physical address

For HubSpot Enterprise users, the integration creates a custom "Recurring Plan" object to track ongoing recurring donations. All Deals that represent donations associated with recurring plans in Fundraise Up are automatically linked to their corresponding Recurring Plan record in HubSpot.

Before using the integration, review the following known limitations:

• Pipeline requirements. You must have at least one available pipeline in addition to the core HubSpot system pipeline. This means you need a minimum of two pipelines on your HubSpot plan, and at least one must be available.
• HubSpot tier requirements. Fundraise Up cannot support HubSpot integration for organizations using only HubSpot Free tools. This tier is too limited to enable proper data transmission from Fundraise Up to HubSpot.
• Currency validation. HubSpot requires valid currency codes. If supporters donate in currencies that are not enabled in your HubSpot account, you may see sync errors. See the Troubleshooting section for solutions. See Resolving currency validation errors in HubSpot integration.

Follow these steps to connect your Fundraise Up and HubSpot accounts to sync donation data between platforms.

You'll need:

• Organization Administrator role in Fundraise Up (required to add integrations).
• Administrator access in HubSpot.
• At least one available pipeline in HubSpot (in addition to the core system pipeline).

1. Go to Settings > Integrations in your Fundraise Up Dashboard.
2. Click Add Integration and select HubSpot.
   

3. Click Connect HubSpot.
4. You'll be redirected to HubSpot to authorize the connection.
5. Log in to HubSpot if you haven't already in this browser.
6. Choose your HubSpot account to connect.
7. Click Connect app to authorize Fundraise Up to access your HubSpot data.

Once connected, you'll see two tabs in the Dashboard: General settings and Mapping rules. Start with General settings.

General settings tab

General settings control basic sync behavior and set defaults for all donations. The only mandatory fields are Deal name (pre-filled) and Match contact (defaulting to "By email"), but we recommend reviewing all settings to ensure records are created in HubSpot exactly as you'd like.

• Sync test data: Check this option if you want test mode donations to appear in HubSpot. Use this to verify that your mapping rules work correctly before processing live donations.
• Sync subaccounts: Only appears if your account has subaccounts. When checked, data from subaccounts syncs to HubSpot even if those subaccounts don't have their own HubSpot connection. Use this if your organization has a chapter-based model.
• Deal name: Controls the name format for Deal records created in HubSpot. This field is pre-filled with a recommended format but you can customize it.
• Match contact: Controls how the integration identifies existing supporters in HubSpot. You can choose from four options:
  • By email (default): Matches supporters by email address only.
  • By email or name: Matches supporters if either the email or name matches.
  • By email or name and address: Matches supporters if either the email matches, or both name and physical address match.
  • By email or name and phone: Matches supporters if either the email matches, or both name and phone match.
• Subscription type (optional): HubSpot uses subscription types to store what types of communication a contact has or has not consented to receive. This dropdown allows you to control which subscription type the integration updates on Contacts based on the supporter's consent preferences during checkout.

Mapping rules connect fields in Fundraise Up to fields in HubSpot. Default mappings cover standard fields like donation amounts and dates, but you can add custom mappings to match your data structure.

Mapping rules tab

To add a mapping:

1. Go to the Mapping rules tab.
2. Scroll to the bottom of the table and click Add rule.
3. Select the Fundraise Up object (entity) and property (field) on the left.
4. Select the corresponding HubSpot entity and field on the right.
5. Click Save changes.

Fundraise Up entities to map data from:

• Account
• Campaign
• Checkout question
• Custom field
• Designation
• Donation
• Recurring
• Static value (this allows you to enter a specific value to pass for every donation)
• UTM parameter

HubSpot entities to map data to:

• Contact
• Deal

After completing your setup, choose how you want data to sync — automatically for real-time updates or manually for more control over the process.

Find sync controls at the bottom of your HubSpot integration page. These settings determine how and when data transfers to HubSpot.

Automatic sync

• By default, automatic sync is disabled when you first connect so you can configure settings before data transfers.
• Click Enable automatic sync after you finalize your settings and mapping rules.
• New donations sync to HubSpot in real time, including installments of recurring donation plans.

Manual sync

Use manual sync when you need more control over when data transfers:

• Sync specific date ranges or your entire donation history.
• Update records in HubSpot after making changes in Fundraise Up.
• Test your integration settings with controlled data transfers.
• Make bulk corrections after updating mapping rules.

Click Start manual sync to begin. You can choose from these sync options:

• Unsynced live donations: Includes donations with sync issues (such as failed attempts) and donations that haven't been synchronized before.
• All live donations: Synchronizes all live donations regardless of sync status. Use this to re-sync previously imported records or ensure all data is current.
• All test donations: Synchronizes all test donations (only available if you have Sync test data enabled).

You can also select a date range for your sync. After you click Start sync, the process begins. Refresh the page and scroll down to see the progress and results.

Sync log and sync options

The sync log provides a record of sync activity and status for each attempt.

To access the sync log:

1. Scroll to the Synced donations section.
2. Review the history of sync attempts, their status, and any error messages.

Each entry shows:

• When the sync occurred.
• Which records were processed.
• Success or failure status.
• Button to resync individual records if needed.

If errors occur, the sync log provides details to help troubleshoot the issue.

You can disconnect HubSpot at any time. If you connect the same account again in the future, all your previous settings and mappings are preserved.

To disconnect:

1. Scroll to the bottom of the integration page.
2. Click Disconnect.

Disconnecting stops all data syncing. Reconnecting restores your previous settings, but past data won't sync automatically.

If you encounter issues with your HubSpot integration, here are resources that can help:

• When supporters give in different currencies, you may see sync errors if those currencies aren't enabled in your HubSpot account. Learn how to resolve currency validation errors.
• HubSpot integration FAQ.

For other problems or questions, contact Fundraise Up support with your sync log details.