Sync Pipedrive & HubSpot Contacts with n8n Automation

What This Automation Does

This n8n workflow connects Pipedrive and HubSpot contacts.
It finds contacts in Pipedrive not in HubSpot and syncs them.
This stops duplicate contacts and keeps info fresh in both places.
It saves lots of time and avoids mistakes in manual updates.

The workflow runs every minute.
It checks both contact lists.
Then it adds or updates missing contacts in HubSpot.
This keeps sales data clean and synced fast.

Tools and Services Used

• Pipedrive API: For fetching all contact persons.
• HubSpot API: For fetching and updating contacts.
• n8n Platform: To create and run the automation workflow.

Inputs, Processing Steps, and Output

Inputs

• All contacts data from Pipedrive.
• All contacts data from HubSpot.

Processing Steps

• Compare emails from Pipedrive and HubSpot contacts.
• Filter contacts only in Pipedrive, missing or outdated in HubSpot.
• Prepare data with key fields like email and first name.
• Update or add these contacts to HubSpot.

Output

• HubSpot contact list updated with unique or changed contacts from Pipedrive.

Beginner Step-by-Step: How to Use this Workflow in n8n

Download and Import the Workflow

1. Click the Download button on this page to get the workflow file.
2. Open the n8n editor where the workflow will run.
3. Use the “Import from File” option to add the downloaded workflow.

Configure Credentials and Settings

1. Open each Pipedrive and HubSpot node.
2. Add or select API Keys or credentials for both Pipedrive and HubSpot accounts.
3. Check if any IDs, emails, or field names need updating based on your accounts.

Test and Activate

1. Run the workflow once by clicking Execute Workflow. Verify contacts sync as expected.
2. Fix any errors from the execution log if they appear.
3. When you confirm it works, activate the workflow by toggling the Cron trigger to ON.
4. The workflow will run automatically every minute from now on.

If self hosting n8n, consider checking self-host n8n for best practices.

Step-By-Step Input to Output Explanation

First, the Cron node triggers the workflow every minute to start a new sync.

Then, the Pipedrive node fetches all person contacts with getAll.

Similarly, the HubSpot node fetches all contacts with getAll as well.

Both contact lists are sent to the Merge node that uses removeKeyMatches mode.
It compares emails from Pipedrive (email[0].value) to emails from HubSpot (identity-profiles[0].identities[0].value).
Contacts unique to Pipedrive go to the next step.

Finally, the second HubSpot node updates or adds these contacts.
Email is dynamically used to find the right contact.
First name and email are set from Pipedrive data.

Who Should Use This Workflow

This suits sales teams using both Pipedrive and HubSpot CRM.
Also good when manual syncing wastes hours or causes mistakes.

Users with growing contact lists who need near real-time sync without hiring extra staff will benefit a lot.

Customizations

• Change how often Cron node runs—for example, to once every hour or day to limit API use.
• Add more fields like phone, company, or custom properties in the contact update node for richer data sync.
• Create a bi-directional sync by adding nodes to also send unique HubSpot contacts back to Pipedrive.
• Filter contacts by creation or update date before syncing for recent changes only.
• Include error logging by adding extra nodes to save failed updates for review.

Troubleshooting Tips

• Problem: No contacts return from Pipedrive or HubSpot.
  Cause: API Keys missing or permissions limited.
  Fix: Check API Keys and ensure read access is granted.
• Problem: Merge node outputs an empty list.
  Cause: Email fields set wrong or different email formats.
  Fix: Confirm merge key properties or normalize email case formatting.
• Problem: HubSpot contacts do not update.
  Cause: Wrong property mapping or missing fields.
  Fix: Validate field names against HubSpot API docs and test single records.

Pre-Production Checklist

• Verify API credentials for both Pipedrive and HubSpot are active and correct.
• Test Cron node to check schedule triggers firing.
• Run Pipedrive and HubSpot fetch nodes separately to confirm data retrieval.
• Test the Merge node with sample data to confirm proper filtering.
• Run the contact update node with a test email to verify syncing.
• Backup existing contact data on both platforms before enabling live syncing.

Deployment Guide

After setup and tests, activate the workflow within n8n.
Make sure the Cron node is enabled to auto-run.

Use n8n logs to watch workflow runs and fix errors quickly.
Adjust Cron node timing for your needs or API limits later.

Summary

✓ Sync contacts from Pipedrive to HubSpot automatically each minute.
✓ Find unique contacts in Pipedrive missing in HubSpot.
✓ Keep sales contact lists updated without manual work.
✓ Avoid duplicates and data mistakes.
✓ Save hours of manual syncing every day.
✓ Run smoothly inside n8n with API keys configured.