So your data between Madkudu and HubSpot isn’t lining up. Maybe leads aren’t scoring, enrichment fields are blank, or you’re seeing sync errors that make you want to flip your desk. You’re not alone—and you’re not crazy. Even with the best tools, syncing between Madkudu and HubSpot can be finicky. This guide is for anyone who actually has to get this stuff working, not someone who wants to read another “integration best practices” puff piece.
Let’s get your sync issues sorted, fast.
1. Start Simple: Is the Integration Even Connected?
Before you waste hours chasing ghosts, check the basics:
- Is the connector live? In HubSpot, go to Settings > Integrations > Connected Apps. Make sure Madkudu is listed and doesn’t show any warnings.
- Are API keys or OAuth tokens expired? Madkudu and HubSpot both use authentication tokens. If these expire or are revoked (it happens!), data stops flowing.
- Has anyone changed permissions? If someone tweaked account permissions or disabled a user, it can silently break the sync.
Pro tip: Disconnect and reconnect the integration. It solves more issues than you’d think, especially after platform updates.
2. Check Data Mapping: Are Fields Aligned?
If records are flowing but data is missing or in the wrong place, the culprit is usually mapping.
- Are the right fields mapped? In Madkudu, check your field mapping settings. Look for typos, case mismatches, or fields mapped to the wrong place.
- Custom fields? HubSpot custom properties need to be set up before Madkudu can push data into them. If the field doesn’t exist in HubSpot, nothing gets synced.
- Field types match? Sync fails if you try to push a text value into a number field, or vice versa.
What to ignore: Don’t bother remapping standard fields unless you really know what you’re doing. Most issues come from custom properties.
3. Review Sync Triggers: When Is Data Supposed to Sync?
Madkudu doesn’t always push data in real time. Sometimes, syncs are scheduled. Other times, you trigger them manually or via workflow.
- Batch vs. real-time: Check if your plan supports real-time sync. Lower-tier Madkudu plans may only sync every few hours.
- Manual sync required? Some setups rely on workflow triggers in HubSpot (e.g., “when contact is created”). Make sure those are firing.
- Recent changes? Did you adjust sync frequency, workflows, or segmentation? It’s easy to forget you tweaked a setting last week.
Be honest: If you need real-time data, check your contract. Upgrading might be the only fix.
4. Inspect Data Quality: Garbage In, Garbage Out
If Madkudu isn’t enriching leads or scoring them as expected, the problem might be your source data.
- Missing emails or company domains? Madkudu relies on these to enrich and score. No email, no joy.
- Duplicates or junk contacts? Duplicate records can lead to sync errors or conflicting updates.
- Weird formatting? Unexpected characters, spaces, or non-standard formats (like “(555) 123-4567” instead of “5551234567”) can break enrichment.
Reality check: Don’t expect miracles. If your data is a mess, even the best syncing won’t help much.
5. Dig Into Error Logs: Don’t Ignore the Red Flags
Both Madkudu and HubSpot log sync errors, but they don’t always shout about them.
- Madkudu logs: In Madkudu’s dashboard, look for sync or enrichment errors. Common issues include authentication failures, field mismatches, or timeouts.
- HubSpot notifications: HubSpot may show error banners or send notification emails if integrations fail.
- API limits: HubSpot has daily API call quotas. If you hit them, syncs pause or fail—especially if you have lots of integrations.
Don’t overthink: Most logged errors are boring (expired token, missing field). Fix those first before chasing rare bugs.
6. Permissions and User Roles: The Silent Sync Killer
Integration users need the right permissions in both systems.
- Does the integration user have full access? In HubSpot, the connected app needs write access to all fields you want synced.
- Anyone change role settings? If IT or another admin tweaked user roles, syncs can quietly break.
- Madkudu API user? If you’re using an API key, make sure it hasn’t been deleted or downgraded.
Skip this? Only if you’re 100% sure nobody’s touched permissions. Otherwise, double-check.
7. Handling Stuck or Partial Syncs
Sometimes the sync runs, but only some records update—or worse, you see duplicates.
- Partial updates: Usually caused by API rate limits or timeouts. Check for “partial success” messages in logs.
- Duplicates: Can happen if the matching logic (email, HubSpot Contact ID, etc.) isn’t consistent. If Madkudu creates a new contact because it can’t find a match, you end up with two.
- Old data not updating: Some syncs are “create only” by default. If you want updates to existing records, make sure “update” is enabled in Madkudu’s integration settings.
What doesn’t work: Mass re-syncing everything rarely helps and can make things worse. Fix mapping and matching first.
8. Updates Not Showing in HubSpot: Caching and Delay Myths
Sometimes it looks like Madkudu isn’t syncing, but it’s just slow to show up.
- HubSpot delays: Even when data arrives, HubSpot’s UI can lag behind by several minutes (or more on big accounts).
- Browser caching: Try hard-refreshing your browser or using Incognito Mode.
- Background workflows: If you trigger workflows off Madkudu fields, those can take time to process and update.
Don’t fall for: “It must be a bug.” Nine times out of ten, it’s just a delay. Set a timer, grab a coffee, and check again.
9. When to Contact Support (and What to Tell Them)
You’ve tried everything and it’s still busted? Time to get help, but help yourself first:
- Gather evidence: Screenshots, error logs, and timestamps of when syncs failed or data went missing.
- Be specific: “Contact scores stopped updating after 2pm yesterday” is more helpful than “sync is broken.”
- Check status pages: Sometimes there’s a known outage—don’t waste your time debugging if the vendor is already on it.
- Support expectations: Don’t expect magic. If your data is messy or your contract doesn’t support certain features, support can’t bend the rules.
10. What to Ignore (and What Not to Worry About)
Not every “issue” is worth your time. Here’s what you can safely move past:
- Minor delays: Unless you absolutely need instant updates, small lags are normal.
- “One-off” sync misses: If a single contact didn’t update but others did, it’s probably a fluke.
- Third-party “integration checkers”: These often exaggerate problems to sell you add-ons. Trust your system’s own logs.
Final Thoughts: Keep It Simple, Iterate Often
Syncing Madkudu and HubSpot isn’t rocket science, but it does require patience and some trial and error. Start with the basics—connection, mapping, triggers, and data quality—before you dive into more complicated fixes.
When in doubt, fix one thing at a time and don’t let hype (or panic) drive your troubleshooting. Most sync issues have boring, fixable causes.
And if you’re still stuck? Ask for help, but bring receipts. You’ll get answers faster—and avoid that endless “have you tried turning it off and on again?” loop.