How to Use the HubSpot CRM Enricher

Before you start

This Phantom syncs your Contacts and Companies from PhantomBuster to HubSpot, creating or updating records automatically.

• Prepare a list containing your enriched contact or company data:
  • Include the following columns depending on what you’re sending:
    • If sending Contacts:
      • email → mandatory: The Phantom will not extract or fetch emails from HubSpot, these must already exist in your input data.
      • Optional: firstname, lastname, companyname.
    • If sending Companies:
      • companyname → strongly recommended as the main identifier.
      • Other optional fields like domain, industry, or size.

Step 1: Choose what data to send to HubSpot

Tell the Phantom what type of data you want to export and where it should come from.

1. Select your data type:
   • Contacts – for individual people (default option)
   • Companies – for organizations
2. Provide your enriched data: 
   Give your list of contacts (or companies) with their associated data in one of the following formats:
   • My Lists:
     Choose a saved LinkedIn Leads list you’ve already created in PhantomBuster.
   • A URL:
     • Paste the results file of another Phantom.
     • Paste the URL of a Google Sheet (make sure it’s shared with “Anyone with the link”).
     • Or upload a CSV file (make sure it’s publicly accessible, and note that CSV upload is only available on paid plans).
   • Format guidelines:
     • Each contact or company should be on its own row.
     • Emails are mandatory for your contacts.
     • Make sure your column headers are clearly named (email, firstname, lastname, companyname).
     • If your headers differ, you’ll match them to HubSpot properties in the next step.
3. Map your data to HubSpot properties:
   • For each field, connect the column name in your file or sheet to the corresponding HubSpot property.
   • If your column names differ (for example, emailAddresses instead of email), select the correct match from the dropdown.
   • If your desired HubSpot property doesn’t exist yet, create it first in HubSpot as a custom contact property before mapping.

More properties (dropdown in setup)

1. Add more HubSpot properties (optional): 
   If you want to include additional HubSpot fields that aren’t listed by default:
   • Indicate your column name along with the corresponding internal name for an existing HubSpot property, following this format: hubspotproperty: columnName
2. Add lead source tag to contacts (optional):
   Decide whether to tag your contacts with “PhantomBuster” as the lead source.
   Options:
   • Both new and existing contacts (default)
   • Only new contacts
   • None
3. Add owner to entries:
   Assign ownership of your new entries to a specific HubSpot user.
   Options:
   • Both new and existing entries
   • Only new entries
   • None (default)

Step 2: Connect your HubSpot account

To automate actions on your behalf, PhantomBuster connects directly to your HubSpot account using a private app access token (required).

You need to create a private app in your HubSpot account and generate an access token to paste into this setup. 
→ HubSpot’s official guide offers a complete walkthrough: HubSpot Private Apps overview.

Step 3: Choose how to handle HubSpot entries

• Decide how the Phantom should manage your HubSpot data during each launch.
  Options:
  • Create new entries only — Adds new contacts or companies without changing existing ones.
  • Update existing entries only — Updates records already in your CRM without creating new ones.
  • Both create and update entries (default) — Adds new records and updates existing ones when matches are found.

Result file settings (dropdown in setup)

• Name your results file (optional)

  • You can customize the file name.

    If you rename the file between launches, the Phantom will create a new results file and start processing inputs from scratch.

Step 4: Select launch frequency

Choose how often the Phantom should run:

1. Launch manually: Start the Phantom yourself whenever you need.
2. Launch once at a specific time: schedule a one-time run at a set date and time.
3. Launch repeatedly: schedule regular runs (e.g. once per day, several times during working hours).
4. Launch after another Phantom: chain automations together so this Phantom starts right after another finishes.
5. Advanced scheduling: customize the exact minutes, hours, days, or months when the Phantom should run.

→ For a complete walkthrough of scheduling options, see our guide to scheduling Phantoms automatically.

Step 5 (Optional): Advanced settings

Advanced settings are available if you want to fine-tune how your Phantom runs, but by default they’re already optimized for most use cases.

We recommend leaving them as they are unless a guide specifically instructs you to change something.

→ For a detailed overview of all advanced options (like execution limits, retries, email notifications, proxies, webhooks, and file management), see our Advanced settings guide.

Launch and results

When you’re ready:

1. Click Launch to start your Phantom.
2. Open the Results tab in your Phantom console to review which contacts or companies were created or updated.
3. Check your HubSpot CRM: new or updated records will appear automatically based on your chosen mapping and behavior settings.

Export and input limits on the Free plan
If you’re on the Free plan or Free trial, some features are limited:
- CSV exports include only the first 10 rows of results.
- CSV download links (for dynamic viewing in Google Sheets or integrations) are not available.
- JSON exports are not available.
- CSV upload as an input method is not supported.
To unlock all features, you’ll need to upgrade to a paid plan.

What you give (Input) and What you get (Output)

This section gives you a detailed breakdown of everything you need to provide to run this Phantom, and everything you’ll receive once it completes.

What you give (Input)

What you get (Output)

Tips and troubleshooting

Common pitfalls

• Incorrect field mapping → Make sure each HubSpot property is properly matched to a corresponding column in your input file, or the data will appear blank.
• Missing contact email → Contacts can’t be created or updated without email.
  • If you don’t have emails, use HubSpot Contact Sender instead: it sends leads without requiring email addresses.

If you run into issues

• Check how to troubleshoot your phantom using Logs.
• Browse the Fix Issues & Troubleshoot Errors section for solutions to common problems.
• Review our Automation Rate Limits by Platform guide.
• Check our Best Practices for Social Media Automation guide.

Suggested automations

• LinkedIn Profile Scraper → Collect detailed contact data, including emails when available.
• LinkedIn Company Scraper → Gather company data before syncing it to HubSpot.