orca.floConnect HubSpot
Connect HubSpot once and OrcaFlo keeps it up to date while your assistant talks to customers: contacts, conversation notes and deals, with names and emails kept in sync both ways.
Updated
Connect HubSpot
Open Integrations
In the sidebar click Integrations, then the HubSpot card, then Connect HubSpot.
Choose your HubSpot account
Sign in to HubSpot if asked and pick the account to connect.
Confirm on HubSpot’s screen
HubSpot lists what OrcaFlo can access. Until HubSpot has reviewed our app, it also shows an “unverified app” notice and asks you to type I accept the risk. Type it, then click Connect app.
Check the stages and pipeline
Back in OrcaFlo the card says Connected. Choose what each stage means (new lead, qualified, won, lost) and the Deal pipeline, then click Save.
Send your existing leads (optional)
Click Sync existing leads to send leads from the last 90 days. New leads go over automatically from now on.
What lands in HubSpot
Contacts
Name, phone, WhatsApp number, email and address. If a contact with the same phone number or email already exists, OrcaFlo uses it, however the number was typed (for example 050 123 4567).
OrcaFlo properties
A property group called OrcaFlo with the stage, lead temperature, source, a link to the chat and the time of the last message.
Lifecycle stage
Moves forward as the lead progresses (lead, marketing qualified, sales qualified, customer). OrcaFlo never moves it backwards.
Conversation notes
A note on the contact for each conversation: a summary, the stage and a link to the chat. It is written after the chat has been quiet for 15 minutes and updated if it continues.
Deals
When your assistant qualifies a lead or an order is paid, OrcaFlo creates a deal in your chosen pipeline, or moves the existing one, with the order amount.
Your own fields
Under Custom fields, map any OrcaFlo field to a HubSpot property (use the property’s internal name).
Good to know
- Names, emails and addresses changed in HubSpot come back to OrcaFlo within seconds. If both sides change the same field, the most recent change wins. You can make a field one-way under Contact fields.
- Next to each WhatsApp chat, OrcaFlo shows the HubSpot owner, lifecycle stage and a link to the record.
- OrcaFlo only reads the contacts it created or matched by phone or email. It never imports your other contacts.
- If a contact is merged or deleted in HubSpot, OrcaFlo follows the merged contact or finds it again by phone or email.
- HubSpot’s free CRM works.
Disconnect or reconnect
Disconnect
Open the HubSpot card and click Disconnect. Syncing stops straight away and OrcaFlo’s access is removed. Contacts, notes and deals already in HubSpot stay there.
Removed on the HubSpot side
If OrcaFlo is removed in HubSpot, you get a notification and the card says Reconnect. Click it: leads that came in meanwhile are sent automatically.
Not seeing HubSpot?
If you don’t see this in your panel yet, email support@orcaflo-panel.com and we’ll switch it on for your business.
Questions
HubSpot shows this for every app it hasn’t reviewed yet. OrcaFlo only asks for the access listed on that screen: contacts, deals, contact properties and owners.
Open the HubSpot card: anything that couldn’t sync is listed under Needs attention with a Retry button. If the card says Reconnect, click it first.
No. Each HubSpot account can be connected to one OrcaFlo business, so contacts never mix.