7 Common HubSpot Salesforce Integration Issues

From misaligned field mappings to sync errors and inflated contact volumes, HubSpot Salesforce integration issues are more than minor technical bugs. They can directly impact your ability to measure performance, deliver timely lead follow-ups, and justify future budget. And for time-poor leaders who just want the tools to work so they can get back to marketing, integration problems are a significant barrier to strategic delivery and ROI.

To help to anticipate and overcome these challenges, I’m sharing the most common HubSpot Salesforce integration issues and giving you actionable solutions. This way, you can move from troubleshooting and reactive fixes to confident, campaign-ready automation.

If you’d prefer to pass the technical work to a team of HubSpot experts, MarCloud is here to help. As a HubSpot Solutions Partner, we’re qualified to support your business and take your automation activities from simple to sophisticated.

The HubSpot Salesforce integration delivers a simple and out-of-the-box sync, but it’s designed for basic use cases. If you only need one-way syncing, standard objects, and minimal data logic, then you shouldn’t have a problem. But once you need more control, richer reporting, or tighter governance, the limitations become obvious.

The integration:

• Only supports up to 10 custom objects per account (and, for two-way, access to the beta and Enterprise-level features)

• Defaults to Salesforce as the source of truth, even if marketing should take priority

• Lacks robust conflict resolution and error logging

• Doesn’t provide granular control over field-level sync behaviour

• Struggles with large volumes of data or high sync frequency

These constraints are fine for some small businesses but not for teams that want to build advanced workflows, automate attribution, or prove campaign effectiveness to the board.

With all this in mind, here are seven common integration issues you may run into and how to approach them either internally, if you have the technical expertise and time, or using a HubSpot Partner like MarCloud.

One of the most frustrating issues for HubSpot marketers is when data simply doesn’t sync. Let’s say you fill out a form, trigger a workflow, or launch a campaign, only to realise the lead never made it into Salesforce. Even worse, there’s often no obvious error message to alert you. This means you’ve lost Opportunities, your reporting becomes misaligned, and you have to spend time trying to trace issues.

Common causes:

• Required fields in Salesforce are not mapped in HubSpot

• Validation rules or record types blocking inserts/updates

• API limits being hit during high-volume activity

• Poor internet connection or OAuth disconnects

What to do:

• Regularly review HubSpot’s Sync Errors dashboard

• Ensure Salesforce required fields are mapped or removed from mandatory logic

• Set up alerts for integration health and failures

• Use custom properties in HubSpot to monitor sync status on a record level

Accurate field mapping is essential for any integration to function correctly. But inconsistencies between field types, formats, and naming conventions can create gaps i.e. if a free-text field in HubSpot is mapped to a dropdown field in Salesforce, the integration will fail whenever a value doesn’t match.

Common issues:

• Free-text fields mapped to dropdowns or restricted picklists

• Date or number formatting conflicts

• Inconsistent picklist values (e.g. “UK” vs “United Kingdom”)

• Missing currency field logic for multi-region campaigns

What to do:

• Audit field types across both systems and align them

• Transform HubSpot fields into dropdowns where appropriate

• Align picklist values and formats

• Document mapping rules and review after any CRM schema change

Duplicate records are more than a nuisance, they can seriously compromise your lead management process, damage sales relationships, and create confusion in reporting. The root of the problem lies in the way each platform handles identity.

Why it happens:

• HubSpot uses email address as the unique identifier

• Salesforce can support multiple leads or contacts with the same email

• Integration user doesn’t have permission to see all records

• No deduplication rules are enforced at either end

What to do:

• Set duplicate rules in Salesforce to flag or block conflicts

• Enable deduplication tools in HubSpot

• Use a dedicated integration user with full visibility

• Define a “record of truth” field to guide conflict resolution

The HubSpot Salesforce integration tends to favour Salesforce as the source of truth by default. This means data flows from Salesforce to HubSpot more reliably than the other way around. Once again, this may be completely fine for simple lead capture use cases, but it’s problematic if marketers want to update lifecycle stages, lead scores, or engagement signals in Salesforce.

Why it matters:

• Lifecycle stage changes in HubSpot don’t reach Salesforce

• Email engagement or lead scoring is invisible to Sales

• Sales teams may follow up based on outdated data

What to do:

• Review field-level sync settings for bi-directional updates

• Use workflows to force updates from HubSpot

• Consider middleware tools if the two-way sync is critical

HubSpot charges by the number of marketing contacts in your account. If the integration is syncing every lead and contact from Salesforce without filters, you’ll quickly bloat your contact volume and your bill.

Common scenario:

• All Salesforce contacts are synced regardless of quality or engagement

• Inactive or disqualified leads inflate contact count

• GDPR compliance risk if consent fields aren’t respected

What to do:

• Create an Inclusion List in HubSpot to control sync scope

• Sync only MQLs or actively engaged leads

• Review the inclusion list criteria quarterly

• Use segmentation to archive or suppress irrelevant contacts

HubSpot workflows rely on accurate, timely data. But when syncs fail or data arrives late, workflows can misfire, sending the wrong message, or none at all. Similarly, if campaign data doesn’t sync cleanly between platforms, attribution reporting becomes incomplete.

Common problems:

• Lifecycle stages fail to update

• Campaign membership doesn’t sync correctly

• Salesforce-created contacts bypass HubSpot tracking

What to do:

• Use hidden fields to track UTMs and campaign IDs

• Map campaigns consistently across platforms

• Monitor sync delays and use fallback triggers

• Align reporting logic and attribution models

Even the best integrations need maintenance. Yet many teams treat the HubSpot Salesforce connector as a ‘set and forget’ tool. Over time, changes to Salesforce field structures, permission sets, or HubSpot properties can quietly break the sync without anyone noticing.

Why it breaks down:

• No clear integration owner

• Schema changes were not communicated between teams

• No structured testing or sandbox environment

What to do:

• Assign a named integration owner or team

• Maintain change logs and documentation

• Conduct quarterly audits of sync health and mappings

• Use a sandbox to test all major integration changes

If you’ve tackled all of the above integration issues yet still feel limited by native integration, it’s probably time to consider a custom integration. This allows you to plan and map the exact integration you need, taking into account scalability and business growth over time.

For help with resolving issues with the native HubSpot Salesforce integration, or to discuss a custom solution tailored to your business and use cases, get in touch.