Overview

Aimdoc's HubSpot integration keeps your team working from the same record across Aimdoc and HubSpot. When a visitor becomes a contact, Aimdoc can create or update the HubSpot contact, keep the conversation transcript updated in HubSpot, and surface the linked HubSpot record back inside Aimdoc for fast follow-up.

Features

• HubSpot contact sync: Create or update HubSpot contacts from Aimdoc contacts.
• Continuously updated transcript: Keep the conversation transcript current in the HubSpot note field so reps can review context without leaving the CRM.
• Flexible field mapping: Map standard contact fields, qualification answers, captured context, and custom Aimdoc fields into your HubSpot properties, including custom properties.
• Attribution visibility: Connect website form activity and later conversations back to the right HubSpot history so your team can see how the contact engaged.
• Linked record visibility in Aimdoc: Open the synced HubSpot contact directly from the Contact sheet or Contact full view in Aimdoc.
• AI Tools: Let the agent look up the visitor's HubSpot contact, company, open deals, and recent activity during a conversation.

How Sync Works

Aimdoc syncs Aimdoc contacts into the HubSpot contact record using the field mapping you configure in Aimdoc.

• As soon as a visitor becomes a contact, Aimdoc can create or update the matching HubSpot contact.
• Mapped HubSpot properties continue updating as the contact profile is updated with more information during the conversation.
• The synced contact includes the conversation context your sales and marketing teams need for follow-up.

Continuously Updated Transcript

Aimdoc keeps the HubSpot note updated with the conversation transcript so your team can treat HubSpot as the running record of the conversation.

• Reps can read the transcript directly in HubSpot without opening the full session first.
• The note gives teams the context they need for follow-up, handoff, and qualification review.
• Aimdoc also links the conversation back to the related session so teams can jump into the full interaction when needed.

Field Mapping And Ongoing Updates

Field mapping is configured per agent in the Actions tab. This gives your team control over how Aimdoc data lands in HubSpot.

• Map standard contact fields such as name, email, phone, company, and title into HubSpot contact properties.
• Map qualification answers and fields from your Data Capture flow into the HubSpot properties your team already uses, including custom HubSpot properties.
• Send both mapped values and default values so your HubSpot records stay aligned with your process.
• Keep HubSpot properties current as the Aimdoc contact record is updated with new information during the conversation.

This is especially useful when a conversation starts with only a small amount of information and becomes more qualified over time. As the AI updates the contact profile in Aimdoc, Aimdoc can keep the HubSpot contact aligned with the latest known contact data instead of forcing your team to manually patch records later.

Picklist value mappings

When an Aimdoc field uses selectable options (for example single-select or multi-select qualification answers), you can map each Aimdoc option to the exact HubSpot picklist value your CRM expects.

In the agent Actions tab → HubSpot field mapping:

• Leave an option on Auto to let Aimdoc fuzzy-match by label or value
• Or choose the HubSpot picklist value explicitly for that option

Explicit mappings are applied first. Unmapped options may fall back to the raw Aimdoc text, which HubSpot can reject if it is not a valid picklist entry — so map required picklists when your HubSpot property is strict.

AI Tools

The mapping modal's AI Tools tab controls which HubSpot lookups the agent can perform during a conversation. CRM data is not injected into the prompt — the agent requests it when it needs it.

Enable any of:

• Contact record — the visitor's HubSpot contact, limited to the fields you map. Map at least one field or the tool stays inactive.
• Company — the visitor's HubSpot company. The account owner's name is always included.
• Open deals — name, stage, amount, and close date as internal context. The agent will not state amounts to the visitor.
• Recent activity — notes, meetings, and calls as internal context. Select at least one activity type. The agent can reference who the contact spoke with and the general topic; it will not quote note contents.

For each mapped field, turn on AI may share this value if the agent may repeat that value to the visitor.

These tools unlock only for identity-verified visitors. See Actions and Skills.

Attribution And Timeline Visibility

Aimdoc helps your team understand how website activity and conversations connect inside HubSpot.

• If a visitor submits a form on your website and later chats with Aimdoc, the related activity can be tied back into the HubSpot contact history.
• Timeline activity gives your team visibility into when the conversation happened and helps preserve the context around that interaction.
• This makes it easier for marketing and sales to understand the path from website conversion to live conversation.

Where Synced Records Appear In Aimdoc

Once a HubSpot contact is synced, Aimdoc shows that linked CRM object in the places your team already works:

• Contact sheet: The synced HubSpot contact appears in the CRM objects table with a direct link back to HubSpot.
• Contact full view: The full contact profile includes the linked HubSpot object table so reps can confirm the sync and open the external record.

Setup Instructions

Step 1: Connect HubSpot Account

In the Aimdoc dashboard, navigate to the Integrations section and select HubSpot. Follow the prompts to authorize the connection with your HubSpot account.

Step 2: Configure Field Mapping

After connecting your HubSpot account, configure how Aimdoc data should map into HubSpot:

This allows you to map fields and questions from your Data Capture flow directly to HubSpot contact properties and ensure the right information stays updated as the contact progresses.

Common Questions

How are contacts transferred to HubSpot?

When a visitor interacts with your Aimdoc AI agent and becomes a contact, Aimdoc can create or update the HubSpot contact using your configured mapping. The synced record includes the contact details your team needs plus the related conversation context.

Can I customize which fields are synced?

Yes. In the Actions tab of your agent, you can map Aimdoc contact fields, qualification questions, and custom fields to your HubSpot properties, including custom HubSpot properties, and add default values where needed.

Does Aimdoc support syncing to custom HubSpot properties?

Yes. Aimdoc supports mapping to custom HubSpot properties. If your team uses custom properties to organize qualification data, routing information, or workflow-specific details, you can map Aimdoc contact fields and answers into those properties.

What does it mean when the contact is updated with more information?

This refers to updates to the Aimdoc contact profile as the conversation continues. As the AI collects or updates contact details and qualification information, Aimdoc can keep the mapped HubSpot properties up to date with that latest profile data.

Does the HubSpot transcript stay up to date?

Yes. Aimdoc keeps the transcript in HubSpot updated so your team can review the current conversation context directly from the synced record.

Where can my team see the synced HubSpot record in Aimdoc?

Your team can open the linked HubSpot contact from the CRM objects table in the Contact sheet and the Contact full view.

What is the difference between a lead and a contact in Aimdoc?

There is no difference in this context. Aimdoc now refers to this object as a contact. If you see older references to lead, that is legacy terminology for what is now the contact record.

Can Aimdoc help with attribution between website forms and conversations?

Yes. Aimdoc can preserve the relationship between website conversion activity and the later conversation so the HubSpot timeline gives your team better visibility into how the contact engaged.

Need Help?

If you encounter any issues with your HubSpot integration, please contact our support team at support@aimdoc.ai.