If you’re in sales or sales ops and tired of wrangling spreadsheets, you’ve probably heard about syncing Wiza with HubSpot. Maybe you want to speed up prospecting, make sure your CRM isn’t full of junk, or just get your team to stop complaining about data entry. This guide is for you. I’ll walk you through the real steps (and the pitfalls) to actually get Wiza data flowing into HubSpot. No fluff—just what works, what to skip, and how to avoid a mess.
What is Wiza, and Why Bother Syncing It with HubSpot?
Wiza pulls contact info from LinkedIn Sales Navigator and lets you export it. It’s one of those “scrape-the-web-so-you-don’t-have-to” tools. HubSpot, on the other hand, is where you probably want your sales team working—tracking deals, emails, and notes.
Syncing the two means you can go from “I found a lead” to “I’m working the lead” without a bunch of copy-paste. But the real value is in keeping your HubSpot data fresh, accurate, and (hopefully) actionable.
Is it perfect? No. But if you set it up well, it can save hours and make your sales process less painful.
Step 1: Make Sure You Actually Need This Integration
Before you start plugging APIs together, ask yourself:
- Are you already drowning in bad data? If so, pause. Syncing more junk into HubSpot won’t help.
- Do you have a way to segment Wiza leads in HubSpot? If not, your CRM could turn into a dumpster fire.
- Are you using Sales Navigator enough to justify Wiza? If you’re only pulling a few leads a week, manual entry might be faster.
If you answered “yes” to these, you’re in the right place. If not, fix your data problems first.
Step 2: Set Up Your Wiza and HubSpot Accounts
Pretty basic, but you’d be surprised how often people try to connect things with the wrong permissions.
- Wiza: Make sure you have an active account. You’ll need access to LinkedIn Sales Navigator. Team plans are nice, but not required.
- HubSpot: You’ll need admin rights to connect integrations and set up custom fields. If you don’t have admin, get someone who does.
Pro tip: Check your HubSpot plan. Some features (like custom field mapping or workflow automation) might be locked behind higher tiers. Don’t find out after you’ve exported 5000 leads.
Step 3: Connect Wiza to HubSpot
Wiza has a built-in integration for HubSpot. This is way easier than dealing with CSV imports, but it’s not magic. Here’s how you do it:
- Log in to Wiza.
- Go to Integrations (usually in settings or your profile menu).
- Find HubSpot and click Connect.
- Authorize Wiza to access your HubSpot account. You’ll be redirected to log in and allow permissions.
Gotcha to watch for: Wiza will ask for permissions to read and write contacts in HubSpot. If you’re worried about security, double-check what it’s asking for. You can always disconnect later.
Step 4: Pick the Right Data to Sync
Wiza lets you choose what fields get pushed into HubSpot. This is where things can go sideways:
- Default mapping: Wiza will map common fields like name, email, company, and job title. That’s fine for most.
- Custom fields: If you want to track things like “Source: Wiza” or “Sales Nav List,” set up custom properties in HubSpot first.
- Do NOT sync everything: Resist the urge to dump every field. More data = more cleanup. Only bring in what you’ll actually use.
Pro tip: Create a property in HubSpot like Source or Lead Source Detail and set it to “Wiza” on import. You’ll thank yourself when running reports later.
Step 5: Run a Small Test Export
Don’t start with your whole lead list. Pick 5-10 records and push them into HubSpot to see what happens.
- Check that all fields show up correctly.
- Make sure emails and names didn’t get scrambled.
- Look for duplicates. If you already have some of these contacts, does HubSpot merge or create new ones?
- See if your workflows (like auto-assigning leads or triggering sequences) work as expected.
If it looks good, move on. If not, fix the mapping and delete the test records (so you don’t annoy your sales team).
Step 6: Tune Your HubSpot Workflows (or Set Them Up)
Once Wiza data is flowing into HubSpot, you’ll want to automate as much as possible—but not too much.
- Assign new leads: Use HubSpot workflows to auto-assign Wiza leads to the right sales reps.
- Kickoff sequences: If you use automated email sequences, set up triggers based on the “Source” property.
- Set tasks and reminders: Make sure reps get tasks to follow up, so leads don’t rot in the CRM.
What NOT to do: Don’t set up a bunch of notifications or automations “just because you can.” Every extra step is another thing to break.
Step 7: Clean Up and Monitor Your Data
Syncing is only half the battle. If you let garbage pile up, you’ll be back to square one.
- Regularly audit your HubSpot contacts. Are Wiza leads converting? Do they bounce? Are you getting spam complaints? If so, adjust your filters in Wiza or Sales Navigator.
- Remove or merge duplicates. HubSpot isn’t perfect at this—manual review helps.
- Get feedback from your sales team. If they’re ignoring Wiza leads, find out why. Maybe the data’s missing something important.
Pro tip: Set a monthly recurring task to review your Wiza-to-HubSpot process. Small tweaks can save big headaches later.
What Works, What Doesn’t, and What to Ignore
Let’s be honest: Not everything about syncing Wiza and HubSpot is smooth.
- What works: Automated, targeted lead capture. Fast transfer from LinkedIn to your CRM. No more manual copy-paste.
- What doesn’t: Data quality is only as good as your Sales Navigator filters. If you’re pulling broad lists, expect a lot of junk.
- What to ignore: Fancy reports on “lead enrichment” if you’re not actually using those fields. Don’t get distracted by bells and whistles.
Reality check: No tool will magically fix bad sales process or poor targeting. But a good sync can take busywork off your plate.
Wrapping Up: Keep It Simple and Iterate
Syncing Wiza with HubSpot can save you a ton of time, but only if you set it up thoughtfully and check your work. Don’t try to automate everything at once. Start small, see what actually helps your team, and tweak as you go. Most of the headaches come from overcomplicating things or ignoring data quality. Stay skeptical, keep your process lean, and revisit your setup every now and then. That’s how you get real value—without turning your CRM into a junk drawer.