How to connect and sync Trustworthy with HubSpot for unified customer data

If you’re slogging through spreadsheets or bouncing between apps to keep tabs on your customers, this one’s for you. You want your data in one place—accurate, up-to-date, with as little manual work as possible. This guide walks you through hooking up Trustworthy with HubSpot so your customer info syncs automatically. We’ll cover what actually matters, skip the fluff, and call out the gotchas before you hit them.

Why bother syncing Trustworthy and HubSpot?

Here’s the deal: Trustworthy is solid for managing sensitive client data and documents, but it’s not built for sales or marketing. HubSpot is great at tracking leads, automating emails, and managing your pipeline—but it’s not where you store legal docs, passports, or the other stuff Trustworthy handles. Syncing them means:

  • No more copy-pasting info between apps
  • Updates in one place show up in the other
  • Fewer mistakes caused by stale or mismatched data

If you’re using both tools, connecting them is the fastest way to cut down on busywork and avoid embarrassing mistakes (like emailing outdated info).

What you’ll need before you start

Get these ducks in a row first:

  • Admin access on both platforms. If you can’t see all settings, you can’t do the integration.
  • API access, if needed. Some Trustworthy plans hide integrations behind paywalls. Same goes for certain HubSpot tiers.
  • A clear idea of what you want to sync. Are you pushing contact info both ways? Just from Trustworthy to HubSpot? Figure this out now or you’ll be tweaking forever.

Pro tip: Don’t try to sync everything right away. Pick one or two fields that matter (name, email, maybe phone) and expand later.

Step 1: Check what’s possible (and what’s not)

Before you dive in, know this: as of mid-2024, there’s no official, one-click Trustworthy-to-HubSpot integration. You’ll be using:

  • Zapier or Make (formerly Integromat): These connect apps without code. They’re “good enough” for most small to mid-sized teams.
  • Custom API: If you’ve got a dev handy and need something Zapier can’t do.
  • CSV imports/exports: Manual, but still useful for a one-time sync.

What doesn’t work: Magic, wishful thinking, or assuming all fields will sync perfectly. There will be quirks. Some Trustworthy fields won’t map neatly to HubSpot, and vice versa.

Step 2: Map your fields

Decide what info needs to travel between Trustworthy and HubSpot. Don’t skip this—otherwise you’ll end up with a mess.

Typical fields:

  • First Name
  • Last Name
  • Email
  • Phone number
  • Company name

Some Trustworthy data (like document vaults, passwords, or notes) just won’t fit into HubSpot’s CRM structure. Don’t force it.

How to map fields:

  1. List the fields you want in both places.
  2. In HubSpot, check your “Contacts” properties. Create custom properties if you need them.
  3. In Trustworthy, note the field names and data formats.
  4. Make a quick table or spreadsheet so you’re clear on what goes where.

Honest take: Mapping is tedious but worth it. If you skip this, your “automated” sync will just create double work.

Step 3: Set up the integration (Zapier example)

Let’s do it the easy way first—using Zapier. If you have a developer or want more flexibility, skip ahead.

A. Connect your accounts

  1. Sign up at Zapier (free trial is fine to start).
  2. Search for “Trustworthy” and “HubSpot” under “My Apps.”
  3. Connect both accounts. You’ll need API keys or login credentials.

B. Build your Zap

  1. Pick a trigger—usually “New or Updated Contact” in Trustworthy.
  2. Set the action—like “Create or Update Contact” in HubSpot.
  3. Map the Trustworthy fields to HubSpot properties. Use your table from Step 2.
  4. Test it. Zapier will run through a sample record and show you how it maps.

C. Turn it on

  • Flip the switch and let it run.
  • Watch for errors in Zapier’s dashboard.

What works: Quick setup, no code, good for straightforward use cases.

What doesn’t: If you need to sync custom objects, deal with branching logic, or handle thousands of records at once, Zapier gets expensive or clunky.

Step 4: Handle two-way sync (if you need it)

Most out-of-the-box setups only push data one direction. If you want changes in HubSpot to update Trustworthy, you’ll need a second Zap (or scenario in Make):

  1. Set HubSpot as the trigger (“New or Updated Contact”).
  2. Make Trustworthy the action (“Update Contact”).
  3. Map the fields again.

Real talk: Two-way sync can get messy. You risk overwriting good data with bad, or creating endless loops. Pick a “source of truth” (usually Trustworthy for personal data, HubSpot for marketing/sales info), and stick to it.

Step 5: Test with real data

Don’t trust “it worked in the demo.” Run a few records through, and check:

  • Did all the fields sync?
  • Did anything get wiped out or duplicated?
  • Are formats (phone numbers, dates) consistent?

If you spot issues:

  • Check your field mapping in Zapier or Make.
  • Look for formatting problems (e.g., Trustworthy uses dashes in phone numbers, HubSpot expects parentheses).
  • Make sure you’re not hitting integration limits—free Zapier plans are stingy.

Step 6: Set up ongoing monitoring

Syncs break. APIs change. Someone updates a field you forgot about. If you want this to work long-term:

  • Set up email alerts for failed syncs in Zapier or Make.
  • Check your integration logs weekly.
  • Schedule a quarterly manual spot-check—pick a few records and compare them in both systems.

Ignore: Vendor promises that “it just works.” Trust, but verify.

Alternative: Manual CSV imports/exports

If you only need to sync once in a while (say, quarterly), don’t over-engineer it. Both Trustworthy and HubSpot let you export and import CSVs:

  1. Export your contacts from Trustworthy as a CSV.
  2. In HubSpot, go to Contacts > Import > Start an Import.
  3. Map columns as you upload.

It’s not fancy, but it works—and you’re less likely to accidentally nuke your data.

Troubleshooting: Common headaches

  • Duplicates: Zapier and HubSpot both have built-in deduplication, but they’re imperfect. Use unique IDs (email is best).
  • Permissions errors: If you can’t see fields or records, check your user permissions.
  • Missing data: Some fields just don’t sync well. Accept that not everything will be perfect.
  • API limits: Free plans on any platform usually restrict how many records you can sync per month.

Pro tips and what to skip

  • Start small—sync a handful of fields and records, then expand.
  • Keep a “backup” CSV of your data before you test.
  • Don’t try to sync attachments or notes unless you really need to (it’s more hassle than it’s worth).
  • Watch your Zapier bill—complex syncs can add up fast.
  • Document your field mappings somewhere you’ll remember.

Keep it simple—and iterate

Connecting Trustworthy and HubSpot is totally doable, even if it’s not always plug-and-play. Don’t get lost in the weeds or try to automate every single thing on day one. Start with the essentials, see what works, and adjust as you go. Most problems are fixable if you keep things simple and check your work along the way.

You don’t need perfect data to get value—just fewer headaches and more time doing actual work. Good luck.