HubSpot is where your sales and follow-up happen. Everyone who matters ends up there as a contact, with their history, their lifecycle stage and the notes your team leaves. The trouble is that many enquiries now start in a chat window or on WhatsApp at nine at night, and by the time someone copies the details into HubSpot the next morning, a few have slipped through.
Klugon's HubSpot AI chatbot integration lets the assistant put people into HubSpot during the conversation. When a visitor in your website chat or a customer on a messaging channel gives their name and contact details, the assistant can create a HubSpot contact for them, or update the existing one if their email is already there. It can also look people up in HubSpot and add notes to their contact record.
This page sets out what that means in detail. It covers the exact fields that go to HubSpot, the setup steps as they appear in the Klugon dashboard, the plan you need, and a frank section on what the integration does not do. The most important point up front: the assistant sends a contact to HubSpot when it uses its CRM tool in a conversation. Leads are not copied across automatically, and phone calls don't use the HubSpot connection at all.
How the HubSpot AI chatbot integration works
When HubSpot is connected, Klugon gives the assistant three HubSpot tools in its text conversations.
Sending a contact to HubSpot
The tool sync_lead_to_crm takes the person's name and, where the customer has given them, their email address and phone number, plus a short note or the reason they got in touch. Klugon then:
- searches HubSpot for a contact with the same email address, if there is one;
- updates that contact if it finds one;
- creates a new contact if it doesn't, or if no email was given.
The assistant is prompted to collect a customer's name, email and phone when appropriate using the CRM tools, as long as lead capture is switched on for that assistant. In practice that means it usually sends a contact once someone has shown real interest and shared their details. But it is still the assistant's decision in each conversation, which is why we don't call it automatic sync.
Looking someone up in HubSpot
The tool search_crm_contact searches HubSpot contacts by email address or phone number. It returns whether a contact was found, with their ID, name, email and phone. The assistant can use this to recognise a returning customer, or to find the contact it should add a note to.
Adding a note to a contact
The tool create_crm_note creates a HubSpot note and associates it with a contact. The note text starts with the type of activity in square brackets, for example "[note]" or "[call]", followed by what the assistant wrote. This is how a summary of a conversation, or a specific request, ends up on the contact's timeline in HubSpot.
What data goes into HubSpot
Here is exactly what Klugon writes when the assistant sends a contact.
| HubSpot contact property | What Klugon sends |
|---|---|
First name (firstname) | The first word of the name the customer gave |
Last name (lastname) | The rest of the name, if there is more than one word |
Email (email) | The customer's email, if given |
Phone number (phone) | The customer's phone number, if given |
Lead status (hs_lead_status) | Set to "New" when the assistant includes a note or reason for the enquiry |
Some details matter here.
- The note text itself is not saved on the contact by the contact sync. Only the lead status is set. To get the conversation's details into HubSpot, the assistant has to add a separate note with
create_crm_note. - Names are split on the first space. "Mary Anne Jones" becomes first name "Mary" and last name "Anne Jones". If the customer gives only one name, the last name is left empty.
- Matching is by email only. If a returning customer gives a phone number but no email, Klugon creates a new contact rather than matching the existing one.
- Existing values are overwritten for the fields Klugon sends. If HubSpot already has a different phone number for a contact and the customer gives a new one in chat, the new one replaces it.
What doesn't go into HubSpot
Klugon does not create deals, companies, tickets or tasks in HubSpot, and it does not set the contact owner, the lifecycle stage or any custom properties. The full chat transcript is not copied over. The connection panel has a field called Default Pipeline ID, but the current integration does not use it, because no deal is created.
You may see the HubSpot card in Klugon describe updating deal stages. The tool for that exists in Klugon's code but is not given to the assistant, so in practice the assistant can't move deals. We'd rather you knew that before you build a process around it.
What comes back from HubSpot
Only search results: a found contact's ID, name, email and phone. Klugon does not import your HubSpot contacts into Klugon's Customers or Leads lists.
Which conversations use HubSpot
The HubSpot tools run in Klugon's chat engine, which powers:
- the AI chatbot for your website;
- WhatsApp, Instagram, Messenger and Telegram conversations (see the WhatsApp AI chatbot).
Phone calls do not use the HubSpot connection. The AI phone receptionist can take a lead into Klugon's own Leads list, but it has no HubSpot tools, so call leads don't reach HubSpot through this integration.
If you need every lead, from every channel including phone calls, in HubSpot, see the section on Zapier below.
Setting up the HubSpot AI chatbot integration
You will need a HubSpot account where you are a super admin, and a Klugon voice or social plan on the Business tier or above.
Step 1: create a private app in HubSpot
Klugon connects to HubSpot with a private app access token. HubSpot now files private apps under "legacy apps". HubSpot says they are still supported, but they don't get the newest app features.
The Klugon dashboard's setup guide says "In HubSpot: Settings → Integrations → Private Apps → Create app." HubSpot has since moved this. Its current guide to private apps gives the route as:
- In HubSpot, go to Development.
- In the left sidebar, open Legacy apps.
- Click Create legacy app in the top right and choose Private.
- On the Basic Info tab, give it a name such as "Klugon".
Only super admins can create private apps, according to HubSpot. If you can't see the option, ask the super admin on your account.
Step 2: choose the scopes
The Klugon setup guide asks for two scopes:
crm.objects.contacts.writecrm.objects.deals.write
We recommend also adding crm.objects.contacts.read. Klugon searches contacts before updating them and when the assistant looks someone up, and HubSpot's CRM search documentation says search needs the relevant CRM scope. Without read access, lookups may fail and Klugon falls back to creating a new contact, which can leave duplicates or errors. HubSpot's scopes reference lists every scope if you want to check the exact names in your account.
The deals scope is not used by anything the assistant can currently do, so you can leave it out if you prefer the narrowest access.
Step 3: copy the access token
Create the app. Then, as HubSpot's guide describes, open the app, go to the Auth tab and click Show token. Copy the token. It usually begins with pat-.
Step 4: connect HubSpot in Klugon
- In the Klugon dashboard, open Integrations.
- Find HubSpot by searching or with the CRM filter.
- Click Connect. The panel shows the fields and a collapsible Setup Guide.
- Paste the token into Private App Access Token.
- Leave Default Pipeline ID blank. It isn't used.
- Save.
Klugon does not test the HubSpot token when you save, so the first real test is a conversation. Open your website chat, give a test name and an email you control, and ask to be contacted. Then check HubSpot for the contact.
After connecting, the card shows Configure, with Update Credentials to replace the token and Disconnect to remove it. Klugon masks the token when you come back to the panel.
Step 5: switch on lead capture
In the assistant's settings, make sure lead capture is on. That's what prompts the assistant to collect contact details and use the CRM tools. If you have hand-picked the assistant's tool groups, the "External CRM" group, described as "Sync leads to a CRM you have connected in Integrations", should be on.
Which plan includes the HubSpot integration
HubSpot is part of the feature Klugon's billing calls "Google Calendar, HubSpot and Zoho sync". It is included on:
- Voice plans: Business ($299 a month) and Scale ($499 a month);
- Social plans: Business ($249 a month) and Scale ($449 a month).
It is not in any chat widget plan or any Starter plan. On a plan without it, the HubSpot card shows a locked button naming the feature and the Business plan, linking to Billing. See the pricing page for yearly prices and the full comparison.
The Klugon trial is 7 days, with a card required and a charge at the end unless you cancel.
Limits of the HubSpot connection
- Not automatic. A contact reaches HubSpot only when the assistant calls its CRM tool in the conversation.
- One CRM at a time. If you connect more than one CRM, Klugon uses one of them, in this order: HubSpot, then Zoho CRM, then Salesforce, then Pipedrive. With HubSpot connected, it always wins.
- Contacts and notes only. No deals, companies, tickets, tasks, owners or lifecycle stages.
- Email-based matching. Contacts without an email are always created new.
- No phone calls. HubSpot isn't used by the AI phone receptionist.
- No token check on save. A mistyped or revoked token is only noticed when the assistant tries to use it.
- Phone searches need an exact match of the number as stored in HubSpot.
- HubSpot's own limits apply. HubSpot sets API rate limits per app and per account, listed on its private apps page. A small business assistant is unlikely to approach them, but they are there.
What the HubSpot AI chatbot integration doesn't do
- It does not copy every Klugon lead into HubSpot automatically.
- It does not create or move deals, despite the field and description you may see on the card.
- It does not import HubSpot contacts, lists or properties into Klugon.
- It does not trigger HubSpot workflows directly. (A HubSpot workflow you build yourself might react to a new contact being created, but that is HubSpot's doing, not Klugon's.)
- It does not log chat transcripts on the HubSpot timeline, beyond the notes the assistant writes.
- It does not run on phone calls.
- It does not use HubSpot's chat inbox or replace HubSpot's own chatbot. Conversations stay in Klugon's inbox.
Getting every lead into HubSpot with Zapier
If your goal is "every lead in HubSpot, no exceptions", the more dependable route is Klugon's Zapier connection. Klugon sends a lead.created event to Zapier whenever a lead is created, from any channel, including phone calls. The event includes the lead's name, email, phone, intent, source, notes, conversation ID and marketing consent. In Zapier you can map those to a HubSpot contact.
That route also needs a Business plan or higher, and it is one-way: Klugon sends, HubSpot receives. You can use it alongside the native connection, so the assistant can still look people up and add notes in chat, but you should then decide which route creates contacts, to avoid doubles.
A sample conversation with HubSpot connected
This is a sample conversation for a made-up kitchen fitter, Oak & Tile Kitchens. It shows the order of steps, not a real customer.
The team now sees Priya in HubSpot, with a lead status of New and a note on her timeline. They will not see a deal: that's for them to create.
Practical tips
Make your lead question explicit
Tell the assistant, in its instructions, what a good lead looks like for you, for example "anyone asking about a quote or a visit". That makes it more likely to collect details and use the CRM tool at the right moment.
Ask for an email address
Because matching is by email, contacts created without one can't be matched later. Encourage the assistant to ask for an email as well as a phone number when someone wants to be contacted.
Use a HubSpot view for New leads
Klugon sets the lead status to New when the assistant includes a reason for the enquiry. A saved HubSpot view filtered on that status gives your team a quick morning list.
Keep Klugon's Leads list in your routine
Klugon's own Leads list holds every lead the assistant captured, from every channel. HubSpot holds the ones the assistant synced. If they don't match, the Leads list is the complete one. Pair it with Slack notifications if you want a nudge each time a lead arrives.
How HubSpot compares with Klugon's other CRM connections
Klugon connects natively to four CRMs. They share the same three assistant tools, but each one writes slightly different records:
| CRM | What a synced lead becomes | Matching | Plan |
|---|---|---|---|
| HubSpot | A contact | By email | Business and above |
| Zoho CRM | A new lead | None (new each time) | Business and above |
| Salesforce | A new lead | None (new each time) | Scale |
| Pipedrive | A person, plus a deal if they have no open one | By email, then phone | Business and above |
Details are on the pages for Zoho CRM, Salesforce and Pipedrive, and every connection is listed on the integrations page. For the sales side of the assistant itself, see the AI sales assistant.
Frequently asked questions
Does Klugon sync every lead to HubSpot automatically?
No. The assistant sends a contact to HubSpot when it uses its CRM tool during a conversation, which it is prompted to do when lead capture is on. If you need every lead synced, use Klugon's Zapier connection, which fires on every new lead.
Does it create deals in HubSpot?
No. The HubSpot integration creates and updates contacts and adds notes. It does not create or update deals, and the Default Pipeline ID field is not currently used.
Will it create duplicate contacts?
It matches on email, so a returning customer who gives the same email updates the existing contact. If no email is given, or if the token lacks read access for searching, a new contact is created.
Do phone call leads go to HubSpot?
Not through this integration. The AI phone receptionist saves leads in Klugon, but it has no HubSpot tools. Zapier's lead.created event does include phone leads, so that route works if you need them in HubSpot.
Which HubSpot scopes does Klugon need?
The Klugon setup guide lists crm.objects.contacts.write and crm.objects.deals.write. We recommend adding crm.objects.contacts.read so contact searches work.
Can I connect HubSpot and another CRM at the same time?
You can save more than one, but the assistant uses only one. HubSpot takes priority over Zoho CRM, Salesforce and Pipedrive.
Does Klugon replace HubSpot's own chatbot?
It works alongside HubSpot rather than inside it. Klugon's assistant runs its own chat widget and messaging channels and sends contacts and notes to HubSpot. Conversations live in Klugon's inbox.
Which Klugon plan includes HubSpot?
A voice or social plan on the Business tier or above. It isn't included in the chat widget plans.
Used with clear instructions and lead capture switched on, the HubSpot connection gets interested people from Klugon's AI receptionist into HubSpot while the conversation is still fresh. Keep its limits in mind, and add Zapier if you need every lead synced.