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HubSpot and Moxo

Moxo’s HubSpot automation syncs client interactions, sales activities, and contact details as actions are completed in workflows. Records can be dynamically updated across contacts, companies, and deals, keeping teams aligned with accurate, real-time information across systems. The integration streamlines CRM management, eliminates manual updates, and enables data-driven collaboration for faster, more efficient customer engagement.
 

 

Adding a HubSpot Automation to a Flow Template or Instant Flow

  1. In the Flow Builder, locate the step after which you want to insert automation.
  2. Drag and drop Automation from the left-hand Control panel, or Click the “+” icon between action steps and select Automation.


     

 

Adding a HubSpot Automation to a Live Flow

  1. Navigate to the relevant Flow Workspace.
  2. Click the "..." ellipsis icon.


     
  3. Select + Add New Action from the dropdown.
  4. Scroll to Automation under the Control section.


     
  5. Locate the desired step and click + Add Here.
     

 

Configuring the HubSpot Automation

In the automation interface, choose HubSpot from the available systems.


 

 

Step 1: Set Up App and Event

  1. Select one of the supported automation events.


     
  2. Click Next.

 

Step 2: Account Setup

  1. Click Connect to add a new account or Choose from existing HubSpot accounts.


     
  2. Once connected, click Next.

 

Step 3: Add Input Details

Fill in the required fields based on the selected event. Use DDR (Dynamic Data Reference) by clicking the “{.}” autofill icon to dynamically pull in data from workspace and action metadata or prior automation steps.

 

If you choose Create or Update Contact:

  1. Fill in the following details:
    • Email (Required)
    • First Name
    • Last Name
    • Mobile Phone Number
    • Phone Number
    • Company Name
    • Website URL
    • Lifecycle Stage
  2. Click Next, then Add Automation.


     

 

If you choose Create Engagement:

  1. Select Engagement Type: Choose an engagement type from the dropdown: Note, Task, Meeting, Email, or Call.


     
  2. Based on your selection, provide the required fields:

For Note, fill in the following details: 

  • Assigned To
  • Note Body*
  • Associated Contact ID
  • Associated Company ID
  • Associated Deal ID
  • Associated Owner


     

 

For Task, fill in the following details: 

  • Assigned To
  • Task Subject*
  • Task Description*
  • Task Status*
  • Due Date
  • Associated Contact ID / Company ID / Deal ID / Owner


     

 

For Meeting, fill in the following details: 

  • Assigned To
  • Meeting Title*
  • Meeting Description*
  • Start Time*
  • End Time*
  • Associated Contact ID / Company ID / Deal ID / Owner


     

 

For Email, fill in the following details: 

  • Assigned To
  • Sender Email Address*
  • Sender First Name*
  • Sender Last Name*
  • Recipient Email Address*
  • Email Subject*
  • Email Text
  • Email HTML
  • CC / BCC
  • Associated Contact ID / Company ID / Deal ID / Owner


     

 

For Call, fill in the following details: 

  • Assigned To
  • To Number*
  • From Number*
  • External ID / External Account ID
  • Call Notes
  • Call Status*
  • Duration
  • Recording URL
  • Call Outcome
  • Associated Contact ID / Company ID / Deal ID / Owner


     

 

If you choose Create Association:

  1. Fill in the required Input details:
    • From Object Type* 
    • From Object ID*


       
    • To Object Type*
    • To Object ID*


       
    • Type of the Association* 

  2. Click Next, then Add Automation.
     

 

If you choose Create Company: 

  1. Fill in the following input details:
    • Company Name*
    • Company Domain Name
    • Phone Number
    • Street Address / Street Address 2
    • City / State / Postal Code / Country
    • Description


       
  2. Click Next, then Add Automation.
     

 

If you choose Create Deal:

  1. Enter the following deal inputs:
    • Deal Name*
    • Deal Pipeline*


       
    • Deal Stage*
    • Deal Revenue
    • Deal Description
    • Deal Owner


       
  2. Click Next, then Add Automation.

 

 

If you choose Update Deal:

  1. Enter the Deal ID* that you want to update.


     
  2. Then update any of the following:
    • Deal Name, Pipeline, Stage, Revenue
    • Deal Description, Owner, Currency, Brands
    • Traffic Source, Forecast Category, Deal Probability
    • Attribution, Campaign, Priority, Closed Won/Lost Reason
    • Global Line Item Settings, Net Pipeline Impact
    • Shared Users, Owning Teams, and other HubSpot custom fields

        

       
       
  3. Click Next, then Add Automation.

 

If you choose Update Company:

  1. Enter the Company ID.


     
  2. Then update the following:
    • Company Info: Name, Domain, Phone, Address, Industry
    • Web & Social: LinkedIn, Twitter, Logo, Description
    • Revenue, Employee Size, Lifecycle Stage
    • Ownership Info, Shared Teams, Pipeline, Campaigns
    • Any additional HubSpot-defined fields or properties

        

        
  3. Click Next, then Add Automation.
     

 

If you choose Update Contact:

  1. Enter the Contact ID of the company you want to update: 
  2. Then update any necessary fields such as:
    • Email, Name, Phone Numbers
    • Company Info, Website, Job Title
    • Social Links, Status, Persona
    • Lifecycle Stage, Preferred Channels, Address
    • Lead Status, Owner, Team Associations
    • Any HubSpot contact-specific custom fields


        

        

        
  3. Click Next, then Add Automation.

 

Managing the HubSpot Automation

  1. Hover over the automation that you want to edit.
  2. Click the “Edit” icon.
  3. Update app, event, account, or field inputs.
  4. Click Save Changes.
  5. To delete an automation, click the Delete icon.

You can only edit automations that have not been executed. Once triggered, automations cannot be reopened nor edited. 

 

Mapping Automations and Events in a Flow

Once a Flow is initiated, click on the “...” ellipsis icon next to the Flow Workspace name and select Automations & Events. 

Here, you can view all upcoming and completed automations and events.

  
 

 

To confirm that an automation was successfully executed:

  1. Go to the Completed section under Automations & Events.
  2. If successful, the message will read "Automation Executed Successfully". Otherwise, an error message will appear.

 

Mapping the Trigger in the Third-Party Application

To verify if an object successfully created or updated in HubSpot:

  1. Log in to your HubSpot account.
  2. Navigate to the relevant Contact, Deal, Company, or Engagement section.
  3. Verify that the record reflects your automation input.




     

 

Best Practices

  • Pre-configure your HubSpot records: Set up pipelines, lifecycle stages, deal stages, and object associations in advance.
  • Use DDR for dynamic mapping: Reduce manual input by dynamically referencing workspace and action data.
  • Validate object IDs: For updates and associations, confirm object IDs ahead of time to avoid runtime errors.
  • Audit Flow automations regularly to maintain sync with evolving CRM structures.