If you’re using HubSpot for CRM and sales, and you want to add smart scheduling and qualification to your pipeline, you’ve probably heard about Revenuehero. It promises to help you connect leads with sales reps, reduce no-shows, and smooth out handoffs. But let’s be real: integrating two platforms can get messy fast. This guide is for sales ops, growth folks, and anyone who’s tired of duct-taping workflows together. Here’s how to get Revenuehero and HubSpot actually working together—minus the headaches.
1. Get the Basics Right Before You Touch Any Settings
First things first: don’t rush into connecting things until you know what you want to achieve. Too many teams jump into integrations, flip every switch, and end up with double-booked reps or contacts scattered everywhere.
Ask yourself: - What do you want Revenuehero to automate for you? (eg. booking meetings, routing leads, qualifying prospects) - Who owns what in HubSpot? (Sales? Marketing? Both?) - What shouldn’t sync between the tools? (Old leads? Internal test records?)
Pro tip: Make a simple flowchart—whiteboard, napkin, whatever—of how you want leads to move from Revenuehero to HubSpot. It’ll save you hours later.
2. Set Up Revenuehero and HubSpot Connections (the Right Way)
You’ll need admin access in both tools. Here’s the order that saves the most hassle:
-
Create a Revenuehero account (skip if you’re already up and running). Set up your teams, meeting types, and availability rules. Get your reps’ calendars connected.
-
Connect HubSpot:
- In Revenuehero, look for “Integrations” or “Connected Apps.”
- Choose HubSpot, authorize with your admin credentials.
- Decide which HubSpot environment to connect (don’t accidentally link your sandbox to production).
What actually syncs:
- Typically, Revenuehero pushes new meeting activity, lead data, and qualification status into HubSpot.
- It can also read some HubSpot properties to help with routing.
What doesn’t (usually) sync:
- Custom objects and complicated deal workflows (unless you build something custom).
- Historical meeting data from before the integration.
Watch out for:
- Duplicate contacts if your forms are misconfigured.
- Over-automating: It’s tempting to sync everything, but sometimes less is more.
3. Map Your Fields Carefully (Don’t Trust Default Settings)
This is where most teams trip up. If Revenuehero dumps lead info into the wrong HubSpot fields, your pipeline gets messy—fast.
Checklist for mapping fields: - Contact info: Make sure fields like name, email, and phone match exactly. - Custom fields: If you’re qualifying leads with custom questions, create matching properties in HubSpot first. - Meeting details: Decide where info like “Meeting Booked” or “No-show” gets logged. HubSpot custom properties or timeline events?
Ignore:
- Fields you don’t use. More data is not always better—clutter slows things down.
Pro tip:
Test your mapping by submitting a real lead through Revenuehero. Check how it shows up in HubSpot. Fix anything that looks weird before you go live.
4. Set Up Smart Lead Routing (Don’t Just Round-Robin Everything)
One of the main reasons people pick Revenuehero is to get smarter about which rep talks to which lead. Don’t waste this on basic round-robin rules unless you really have no other logic.
Best practices: - Route based on territory, deal size, or product interest—not just who’s next in line. - Use HubSpot properties (like company size or location) as triggers for Revenuehero’s routing rules. - For high-value leads, consider sending them straight to your best reps or to a “VIP” queue.
What to ignore:
Overcomplicating it with dozens of routing rules from day one. Start simple, see what works, and add complexity as needed.
Pitfall:
If you don’t keep your rep availability updated in Revenuehero, meetings will get booked with people who are on vacation. Don’t let this be you.
5. Automate, But Don’t Over-Automate
Automations are great—until they break or annoy your team. Use them to handle repetitive stuff, but keep a human in the loop for anything critical.
What to automate: - Creating and updating contacts in HubSpot when meetings are booked. - Logging meeting outcomes (e.g. “Showed Up,” “No Show,” “Reschedule Needed”). - Sending calendar invites and reminders to both reps and prospects.
Where to be careful: - Auto-creating deals for every meeting can clog your pipeline with junk. - Over-zealous notifications (your reps don’t need 5 emails about the same meeting).
Pro tip:
Set up one “catch-all” automation in HubSpot to double-check for missed or failed syncs. Just a simple workflow that flags records missing key info.
6. Keep Your Data Clean and Your Pipeline Sane
Once leads start flowing in, it’s easy for things to get messy. Build a weekly habit of checking your integration logs and pipeline health.
Checklist: - Review new contacts and meetings in HubSpot—are they showing up correctly? - Delete or merge duplicates right away. Don’t let them pile up. - Check for failed syncs in Revenuehero’s integration dashboard.
Ignore:
Chasing every tiny sync error. Focus on patterns—if one or two records fail out of hundreds, don’t sweat it. If it’s dozens, dig deeper.
7. Train Your Team (and Set Expectations)
Even the best integration falls apart if your team doesn’t know how to use it. Spend an hour walking sales and marketing through the flow:
- How leads get routed and booked.
- Where to find meeting info in HubSpot.
- Who to contact if something breaks.
Pro tip:
Create a one-page cheat sheet for your team. Nobody remembers a 20-slide deck.
8. Measure What Matters, Not Just What’s Easy
It’s tempting to watch vanity stats (like meetings booked), but those don’t tell you if your pipeline is actually working better.
Focus on: - Lead response time (are meetings getting booked faster?) - No-show rates (has Revenuehero reduced them?) - Conversion rates from meeting to deal stage.
Ignore:
Tracking every micro-conversion or click. Stick to what actually moves the pipeline.
What to Watch Out for (and What’s Overhyped)
Real talk: - Revenuehero and HubSpot both have strengths, but neither is a magic bullet. You’ll still need to tweak, test, and clean up as you go. - “Seamless” integrations rarely are. Expect a few hiccups—just fix them quickly. - Don’t get distracted by shiny features you don’t need. Focus on solving your real bottlenecks.
Wrapping Up: Keep It Simple, Iterate Often
The best Revenuehero–HubSpot integrations aren’t the flashiest—they’re the ones your team actually uses without cursing. Start with the basics, get your mapping and routing working, and keep things clean. Add complexity only when you need it.
If something’s not working, strip it back and try again. There’s no prize for most complicated setup—just a smoother pipeline and fewer headaches.