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API Integration Implementation

The detailed intake we work through before building a custom API integration with HubSpot: the endpoints, the auth, the objects and field mappings, the sync rules, and how we test and deploy. It is long on purpose; answer what applies to you and point us to existing docs wherever you have them rather than re-typing.

Existing engagements ~30-45 min Answer what applies Feeds the build

This feeds the field-level mapping and the integration design directly. Source data is the only source of truth for mappings, so wherever possible attach the real thing: an OpenAPI spec, a Postman collection, a data dictionary, or sample payloads. Anything you describe but can't attach yet, we flag and confirm together.

Bold = a question for you Leave anything blank if it doesn't apply Prefer attaching docs over re-typing
0

About you

The people we'll coordinate with on the build.
1

Topology & systems of record

The authoritative direction of flow and ownership map. This is the contract the whole build is verified against.
One line per object, e.g. "Members: SourceApp to HubSpot Contacts (one-way). Deals: bidirectional. Products: HubSpot to SourceApp."
e.g. "Contact demographics: SourceApp. Lifecycle stage: HubSpot. Deal amount: SourceApp."
Systems, hops, and what each does. Note any existing iPaaS (Workato, Celigo, Tray, Skyvia, custom).
2

Use cases & object model

Every business use case, and the HubSpot object/association model it requires.
e.g. "UC-01: New paid reservation creates/updates a Deal. UC-02: Membership cancellation sets a Contact property and removes from nurture."
Custom objects need Enterprise (or Sales/Service Enterprise / Ops Hub) and have their own API + association design.
e.g. "Each Reservation associated to one Contact and one Company; label = primary booker; many-to-many."
3

Field mapping & transformations

The field-by-field contract: every source field, its destination property, the transformation, and the edge cases.
CSV headers, API schema, JSON sample, or a data dictionary. Actual field names and sample values, please; this is the source of truth for the mapping.
Include picklist option values for any dropdown/select properties.
Date/timezone formats, case/whitespace normalization, picklist value mapping, splitting/concatenation, unit/currency conversion, type coercion.
e.g. SSN, internal flags, anything that must never leave the source.
e.g. "Contacts matched on email, fallback to external_id. Companies on domain."
e.g. region code to region name, owner-assignment rules, currency conversion table.
4

Source API deep dive

The exact endpoints, auth, and operational limits so the adapter can be built and load-tested without guesswork.
e.g. "GET /v2/reservations (list, paginated), GET /v2/members/{id}, POST /v2/contacts, PATCH /v2/contacts/{id}."
An OpenAPI/Swagger spec, a Postman or Insomnia export, or a cURL command. Choose a file to load its text, or paste it below. A collection with a working non-production token accelerates the build a lot. Large files: paste a share link instead.

Paste below, or share a link. Remove any real secrets/PII first.
OAuth client-credentials vs auth-code, token TTL/refresh, where keys are issued, IP allowlisting, mTLS, per-tenant vs global credentials.
Requests/sec, daily caps, burst limits, 429 behavior, Retry-After headers, per-endpoint vs global.
modified-since filter, change feed, or full scan. Note any max date-range limit.
5

Environments, sandbox & deployment

Where we can build and verify safely, where the runtime lives, and how it ships.
HubSpot offers Standard and (Enterprise) CRM Development sandboxes; note which tier the portal is.
iPaaS, our cloud, your cloud, HubSpot Operations Hub custom-coded actions, serverless functions.
vault, env vars, key-management service.
HubSpot portal IDs (sandbox vs production) and source-system instance IDs.
6

Reliability & backfill

How the integration behaves under failure, replay, and load. What makes a high-volume or two-way sync trustworthy.
Idempotency keys, upsert on an external-id property, dedup-before-write, a processed-event ledger.
e.g. source-of-change marker, suppress-window, last-sync-hash comparison.
Max attempts, backoff, dead-letter queue, manual replay.
Volume, order, throttling against HubSpot limits, how we verify counts match (spot checks + parent-child verification).
e.g. source maintenance 11pm-2am ET; do not run during nightly batch.
e.g. Company must exist before a Contact association.
7

Monitoring, SLAs & acceptance

What "healthy" and "done" mean: how it's observed in production, what counts as a breach, and the sign-off criteria.
dashboards, failure alerts, latency alerts, volume-anomaly alerts.
email, Slack, PagerDuty.
e.g. "records reflected in HubSpot within 5 minutes 99% of the time."
required-field completeness, referential integrity, duplicate rate.
8

Compliance & data governance

The regulatory and security obligations that constrain how data may be moved, stored, masked, and retained.
Note any field that must never leave the source or never enter middleware logs.
e.g. CASL implied vs express consent; default OKToEmail handling; subscription-type mapping.
e.g. CIRO 7-year books-and-records may require an external data lake / archive beyond HubSpot's window.
9

Stakeholders, access & logistics

Who we work with, how we get access, and the operational realities that shape delivery.
business owner, technical owner of HubSpot, technical owner of the source system, security/compliance approver, day-to-day point of contact.
HubSpot Private App token with scopes (crm.objects.* read/write, custom object schema, webhooks, etc.).
pending vendor work, data cleanup, license upgrades, pending HubSpot tier change.

Ready to send?

After we receive this:

  1. We turn your inputs into a field-level mapping and an integration design
  2. We confirm endpoints, auth, and sandbox access against the live API
  3. We walk you through the plan before any build work starts
We'll follow up within one business day.
Sector Labs

Thank you

Your implementation details are in. We'll turn them into a mapping and integration design and follow up within one business day. Questions in the meantime? Email prash@sectorgrowth.ca.