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Bidirectional company sync between ProspectPro and HubSpot with status tracking

OlivierOlivier
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2/3/2026
AirtableIMAPAutomationEmailData Entry
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This template syncs prospects from ProspectPro into HubSpot. It checks if a company already exists in HubSpot (by ProspectPro ID or domain), then updates the record or creates a new one. Sync results are logged back in ProspectPro with tags to prevent duplicates and mark errors, ensuring reliable and repeatable integrations.

✨ Features

  • Automatically sync ProspectPro prospects to HubSpot companies

  • Smart search logic: match by ProspectPro ID first, then by domain

  • Creates new HubSpot companies when no match is found

  • Updates existing HubSpot companies with latest ProspectPro data

  • Logs sync results back into ProspectPro with tags (HubspotSynced, HubspotSyncFailed)

  • Extendable and modular: use as a trigger workflow or callable sub-flow

⚙ Requirements

  • n8n instance or cloud workspace

  • Install the ProspectPro Verified Community Node

  • ProspectPro account & API credentials (14-day free trial)

  • HubSpot account with OAuth2 app and API credentials

🔧 Setup Instructions

  • Import the template and set your credentials (ProspectPro, HubSpot).

  • Connect to a trigger (e.g., ProspectPro "New website visitor") or call as a sub-workflow.

  • Add a propery to Hubspot for the ProspectPro ID if you don't already have one

  • Adjust sync logic in the "Continue?"-node and HubSpot fields to match your setup.

  • Optional: extend error handling, add Slack/CRM notifications, or sync back HubSpot data into ProspectPro.

🔐 Security Notes

  • Prevents re-processing of failed syncs using the HubspotSyncFailed tag

  • Error branches included for failed updates/creates

  • Manual resolution required if sync errors persist

🧪 Testing

  • Run with a ProspectPro ID of a company with a known domain

  • Check HubSpot for creation or update of the company record

  • Verify updated tags (HubspotSynced / HubspotSyncFailed) in ProspectPro

📌 About ProspectPro

ProspectPro is a B2B Prospecting Platform for Dutch SMEs. It helps sales teams identify prospects, track website visitors, and streamline sales without a full CRM.

Website: https://www.prospectpro.nl Platform: https://mijn.prospectpro.nl API docs: https://www.docs.bedrijfsdata.nl Support: https://www.prospectpro.nl/klantenservice

Support hours: Monday–Friday, 09:00–17:00 CET

📌 About HubSpot

HubSpot is a leading CRM platform offering marketing, sales, and customer service tools. It helps companies manage contacts, automate workflows, and grow their customer base.

Website: https://www.hubspot.com Developer Docs: https://developers.hubspot.com

n8n Bidirectional Company Sync Workflow

This n8n workflow demonstrates a foundational structure for processing data, making conditional decisions, and interacting with external APIs. While the workflow's JSON definition is generic, it provides a robust template for building more specific integrations.

What it does

This workflow is designed to be triggered by another workflow and then perform a series of actions based on the incoming data.

  1. Triggered by another workflow: The workflow starts when it's explicitly called by another n8n workflow, allowing for modular and interconnected automation.
  2. Make an HTTP Request: It then makes an HTTP request to an external endpoint. The specifics of this request (URL, method, headers, body) would need to be configured based on the integration's requirements.
  3. Conditional Logic: The workflow includes an "If" node, which allows for conditional branching. This means the subsequent steps can differ based on whether a certain condition (evaluated from the data received or the HTTP request response) is true or false.
  4. Execute Custom Code: A "Code" node is included, enabling the execution of custom JavaScript logic. This is useful for complex data manipulation, custom validations, or interactions not directly supported by standard n8n nodes.
  5. Interact with HubSpot: The workflow is configured to interact with HubSpot, indicating an intention to create, update, or retrieve data related to companies, contacts, or deals within HubSpot.

Prerequisites/Requirements

  • n8n Instance: A running n8n instance (cloud or self-hosted).
  • HubSpot Account: Access to a HubSpot account with appropriate API permissions.
  • HubSpot Credentials: Configured HubSpot credentials within your n8n instance.
  • External API/Service: If the "HTTP Request" node is to be used, access to the target API/service and any necessary authentication details.
  • Calling Workflow: Another n8n workflow that triggers this workflow using the "Execute Workflow" node.

Setup/Usage

  1. Import the Workflow: Import this JSON definition into your n8n instance.
  2. Configure Credentials:
    • Set up your HubSpot credentials in n8n if you haven't already.
  3. Configure Nodes:
    • HTTP Request (Node 19): Update the URL, HTTP method, headers, and body according to the external API you wish to call.
    • If (Node 20): Define the conditions for branching based on the data from previous nodes.
    • HubSpot (Node 76): Configure the HubSpot operation (e.g., "Create Company", "Update Contact") and map the necessary data fields from previous nodes.
    • Code (Node 834): Implement your custom JavaScript logic within this node.
  4. Activate the Workflow: Once configured, activate the workflow. It will then be ready to be triggered by another workflow.
  5. Triggering Workflow: In your calling workflow, use an "Execute Workflow" node and select this workflow to initiate its execution.

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