If you’re tired of juggling proposals in one tool and chasing leads in another, this guide is for you. Whether you run sales solo or manage a team, integrating Bidsketch with HubSpot can save you time and headaches—if you set it up right. Spoiler alert: it’s not plug-and-play, but it doesn’t have to be a science project, either.
Let’s get practical. Here’s how to actually connect these two platforms, automate the repetitive stuff, and avoid the usual pitfalls.
Why bother integrating Bidsketch and HubSpot?
Before we get into the how, let’s talk about the why. Bidsketch handles proposals—making, sending, tracking. HubSpot is your CRM—leads, deals, pipelines, all that. When they’re siloed, you end up:
- Entering the same info twice (and making mistakes)
- Forgetting to follow up on sent proposals
- Losing track of who’s hot and who’s gone cold
When you connect them, you can:
- Automatically create/update leads when proposals go out
- Track proposal status right inside HubSpot
- Kick off follow-up tasks without thinking about it
It’s not magic, but it’s less grunt work and fewer dropped balls.
Step 1: Understand your integration options (and their limits)
Bad news first: Bidsketch doesn’t have a native, one-click HubSpot integration. There’s no official “Connect to HubSpot” button.
Good news: Both Bidsketch and HubSpot support Zapier, and HubSpot has a solid API. You can set up automations that do 80% of what most people need.
Your options:
- Zapier
- Easiest for non-coders.
- Handles common triggers like “Proposal sent” or “Proposal accepted” in Bidsketch → “Create/update contact/deal” in HubSpot.
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Some limitations: Zapier sometimes lags a few minutes, and not every data field syncs perfectly.
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Native APIs (Custom Integration)
- For techies or if you have a dev on hand.
- More flexibility—pull any data, push to any field.
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More work. (Frankly, only worth it if Zapier can’t handle your needs.)
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Manual exports/imports
- Export a CSV from Bidsketch, import to HubSpot.
- Clunky, error-prone, but better than nothing if you hate automation tools.
Pro tip: For 95% of small teams, Zapier is enough. Unless you have a really weird workflow, don’t overthink it.
Step 2: Map out what you actually need to automate
Don’t just connect everything because you can. Think about what matters most:
- Do you just want new proposals to create contacts in HubSpot?
- Do you want proposal status updates to move deals along in your pipeline?
- Do you want to trigger follow-up tasks when a proposal is accepted or ignored?
Grab a notepad (or your favorite notes app) and make a quick list. Here are some common workflows:
- When a proposal is sent in Bidsketch, create a new contact or deal in HubSpot.
- When a proposal is accepted, move the deal to “Closed Won” or assign a follow-up task.
- If a proposal isn’t viewed after X days, create a reminder task in HubSpot.
You don’t need to automate everything. Start with the basics.
Step 3: Connect Bidsketch and HubSpot using Zapier
3.1. Set up your Zapier account
- Sign up for a Zapier account if you don’t have one.
- Both Bidsketch and HubSpot are on their list of supported apps.
3.2. Connect your Bidsketch and HubSpot accounts
- In Zapier, click "My Apps," then "Add Connection."
- Search for Bidsketch and log in with your credentials. You’ll need your Bidsketch API key (find it in your Bidsketch account under “Settings” > “API”).
- Do the same for HubSpot—just log in to your HubSpot account and authorize Zapier.
3.3. Build your first Zap
Let’s say you want every new proposal in Bidsketch to create a contact and deal in HubSpot.
- Set up the Trigger
- App: Bidsketch
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Trigger Event: “New Proposal Sent” (or “Proposal Accepted,” depending on your need)
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Set up the Action
- App: HubSpot
- Action Event: “Create Contact” (or “Create Deal”)
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Map fields from Bidsketch (like client name, email, proposal value) to HubSpot fields.
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Test your Zap
- Run a test to make sure info flows as expected.
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Check HubSpot—did the new contact/deal show up?
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Turn on your Zap
- That’s it. Every new proposal triggers this workflow.
3.4. Add more Zaps for other workflows
- “Proposal Accepted” in Bidsketch → Move deal to “Closed Won” in HubSpot
- “Proposal Viewed but not accepted after 3 days” → Create follow-up task
- Sky’s the limit, but start simple.
Heads up: Zapier’s free plan has limits. If you automate a lot, you might need to pay up.
Step 4: Clean up your data mapping
The biggest headache with integrations is mismatched data. Here’s how to keep things tidy:
- Standardize field names (e.g., “First Name” in Bidsketch matches “First Name” in HubSpot).
- Check for required fields in HubSpot—if Zapier tries to create a contact without an email, it’ll fail silently.
- Decide on ownership: Who gets assigned new deals? Set up default owners or use assignment rules in HubSpot.
Pro tip: Run tests with real data, not just dummy contacts. You’ll catch weird edge cases (like missing phone numbers or oddball characters in names).
Step 5: Set up notifications and follow-ups
Automation is great, but it’s easy to lose sight of what’s actually happening if you’re not careful. Make sure you:
- Set up email or Slack notifications for critical events (like big proposals being accepted).
- Create tasks or reminders in HubSpot for follow-ups on proposals that don’t get a response.
- Review your workflows monthly to make sure nothing’s getting lost.
Automation is there to help, not to make you blind to what’s going on.
Step 6: Test, monitor, and tweak your setup
Don’t assume everything works just because the Zap is turned on. Here’s what to do:
- Test every workflow by sending real proposals and tracking them through to HubSpot.
- Check for duplicates—sometimes, if a workflow isn’t set up just right, you’ll end up with two of everything.
- Look for failed Zaps in your Zapier dashboard. Fix errors fast.
- Ask your team: Are they getting the right info in HubSpot? Anything missing or annoying?
If you see issues, adjust your Zaps or tweak your HubSpot fields. Don’t be afraid to turn something off if it’s more trouble than it’s worth.
What works well, and what’s just hype?
What’s great:
- No more double-entry. Data flows from proposals to CRM, like it should.
- Sales teams (even if you’re a team of one) know what’s going on with each lead.
- Follow-ups don’t fall through the cracks.
What’s not so great:
- Zapier can lag or miss edge-case data. Not every field syncs perfectly.
- If Bidsketch or HubSpot changes their API, Zaps can break and you’ll have to fix them.
- Complex, multi-step automations get messy fast. Resist the urge to automate every last thing.
What to ignore:
- Don’t bother with custom-coded integrations unless you have a very specific, high-volume need. Zapier (or similar tools) are faster and less risky for 99% of people.
- Don’t expect a “seamless” experience if your data is a mess to begin with. Clean up your CRM first.
Keep it simple, tweak as you go
Integrating Bidsketch and HubSpot isn’t magic, but it can take a chunk of busywork off your plate. Start with your must-haves, automate a few core actions, and see how it feels. If you find yourself fighting the tools, scale back. If you spot a new bottleneck, add another Zap.
Don’t chase perfection. Get the basics working, and iterate over time. The goal is less busywork, not more complexity.