TutorialUpdated 6 October 2026 · 2 min read

How to connect HubSpot and send replies to your CRM

Connect HubSpot once and every lead who replies goes to your CRM with their company, the whole conversation and their Rainmaker status history. You can also send any lead by hand.

Rainmaker can send your leads to HubSpot: the contact and their details, their company, every email and LinkedIn message between you, and a note with their Rainmaker status history. Each message Rainmaker sends is logged in HubSpot as it goes out, the whole record is sent automatically when a lead replies, and you can send any lead yourself.

Rainmaker only adds to HubSpot. It doesn't change a contact's lifecycle stage or create deals, so your own HubSpot process stays in charge.

1. Connect HubSpot

An owner or admin opens Settings, then Other integrations. In the CRM card, click Connect HubSpot and sign in to HubSpot to allow access. When you come back you see Connection authorized and ready. and your HubSpot account listed as active.

2. Choose automatic sending

Under the connected account, Automatically send leads who reply to HubSpot is on by default. With it on, each lead who replies is sent with their details, company, every email and LinkedIn message, and their Rainmaker status history. Rainmaker keeps them up to date as the conversation goes on. The line under the setting shows when it last sent something, or Not synced yet.

Untick it to stop sending whole conversations when leads reply; turning it off also stops those that were already waiting. Either way, once HubSpot is connected, each email or LinkedIn message Rainmaker sends is logged on the person's HubSpot contact, and the contact is created if it doesn't exist yet (for people with an email address).

3. Send a lead from the inbox

To send someone now, open their conversation in Inbox & Meetings and click Send to HubSpot at the top. You see Sent to HubSpot. and a View in HubSpot link to their contact record.

You can send the same lead again at any time with Send again: only what is new is added, nothing is duplicated. The button is there for anyone who can edit campaigns, once HubSpot is connected.

4. Send a lead from their details

The same Send to HubSpot button is at the top of a lead's details, under their name, so you can send someone who hasn't replied yet. Open the campaign's Leads tab and click the person's name.

5. Reconnect if HubSpot asks

If HubSpot needs more access than it was given, the CRM card shows HubSpot needs to be reconnected with Reconnect HubSpot to allow conversation sync. Click Reconnect HubSpot and allow access again. Other problems show as Last HubSpot sync failed, with the reason.

To reply to leads before they go to your CRM, see handle replies and book meetings.

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