CRM Integrations

What You Get

Stage-triggered automation:

• Deal moves to "Qualified" in HubSpot → Enroll contact in your nurture sequence
• Deal reaches "Demo Scheduled" in HubSpot → Trigger pre-demo education emails
• Lead enters "Hot Lead" in HubSpot → Activate high-touch sales sequence

Two-way pipeline sync:

• Map external CRM stages to ILLIXIS pipeline stages
• Contacts automatically move through your ILLIXIS pipeline as deals progress
• Activity logging and engagement tracking

Contact sync:

• Sync contacts from CRM deals to ILLIXIS subscriber list
• Map custom fields between systems
• Keep contact data updated across platforms

Supported Platform

HubSpot

• Auth method: OAuth 2.0
• Scopes required: Contacts (read/write), Deals (read/write), Schemas (read)
• Webhook support: Real-time deal stage updates
• Token expiry: 30 minutes (auto-refreshes)

Connect HubSpot

1. Start Connection

Go to Settings > Integrations > Marketing Platforms tab.

Find the HubSpot card and click Connect.

2. Authorize ILLIXIS

You'll be redirected to HubSpot's authorization page.

Sign in with your HubSpot admin account.

Click Grant access to allow ILLIXIS to:

• Read and write contacts
• Read and write deals
• Read pipeline schemas

3. Wait for Redirect

After authorization, you'll be redirected back to ILLIXIS.

Connection status will show Connected with your HubSpot account name.

4. Fetch Pipelines

Click Refresh Pipelines to load your HubSpot deal pipelines and stages.

This pulls all pipelines you have configured in HubSpot.

5. Map Stages to Sequences

For each HubSpot stage you want to automate:

Select external stage:

• Choose HubSpot Pipeline (e.g., "Sales Pipeline")
• Choose Stage (e.g., "Qualified Lead")

Select ILLIXIS action:

• Enroll in sequence: Pick which email sequence to trigger
• Move to ILLIXIS stage: (Optional) Also move lead in ILLIXIS pipeline

Click Save Mapping.

Repeat for all stages you want to automate.

6. Configure Webhook

To receive real-time updates when deals change stages:

1. Go to your HubSpot Developer Account (not your main HubSpot portal)
2. Navigate to Webhooks
3. Add a new webhook with:

• Target URL: https://app.illixis.io/marketing-automation/webhooks/hubspot/
• Event: deal.propertyChange
• Property: dealstage

4. Click Create

Webhook signatures are automatically verified by ILLIXIS for security.

Stage Mapping Logic

When a deal changes stage in your CRM:

1. Webhook fires from CRM to ILLIXIS
2. ILLIXIS checks if stage has a mapping
3. If mapped:

• Fetches contact(s) associated with the deal
• Enrolls contact(s) in the mapped sequence
• (Optional) Moves lead to mapped ILLIXIS pipeline stage

4. Logs activity in lead timeline

Example mapping:

| CRM Platform | Pipeline | Stage | ILLIXIS Action |
|--------------|----------|-------|----------------|
| HubSpot | Sales Pipeline | SQL | Enroll in "SQL Nurture 2025" |
| HubSpot | Sales Pipeline | Demo Scheduled | Enroll in "Pre-Demo Education" |
| HubSpot | Sales Pipeline | Qualified | Move to ILLIXIS "Qualified" stage |
| HubSpot | Sales Pipeline | Hot Lead | Enroll in "High-Touch Sales" |

Contact Sync

Automatic sync:

• When a deal with a mapped stage changes, contacts are automatically pulled from the CRM
• Contact data (name, email, phone) is synced to ILLIXIS
• Existing contacts are matched by email address

Field mapping:

• Standard fields (first name, last name, email, phone) are mapped automatically
• Custom fields can be mapped in the integration settings
• Missing fields are left blank

Sync frequency:

• Real-time via webhooks for stage changes
• Manual sync available via Refresh Contacts button

Activity Logging

What gets logged:

• Stage change events (e.g., "Deal moved to Demo Scheduled in HubSpot")
• Sequence enrollment triggers (e.g., "Enrolled in Pre-Demo Education sequence")
• Contact sync events (e.g., "Contact synced from HubSpot deal #12345")

View logs:

Go to Lead detail page → Activity Timeline tab.

All CRM-triggered events are marked with the CRM platform icon.

Disconnecting a CRM

To disconnect:

1. Go to Settings > Integrations > Marketing Platforms
2. Find the connected CRM card (shows "Connected" badge)
3. Click Disconnect
4. Confirm the action

What happens:

• OAuth tokens are deactivated
• Webhooks stop being processed
• Existing stage mappings are preserved (can be reused if you reconnect)
• Contacts already synced remain in ILLIXIS

Troubleshooting

Connection shows "Inactive"

Cause: OAuth tokens expired and failed to refresh.

Fix:

1. Click Reconnect on the integration card
2. Authorize again
3. Connection will reactivate

Webhook not firing

Verify webhook setup:

• Check webhook URL is exactly: https://app.illixis.io/marketing-automation/webhooks/{platform}/
• Ensure webhook is subscribed to deal/lead change events
• Check webhook logs in CRM developer console

Common issues:

• Wrong event type selected (must be deal property change)
• Webhook disabled in CRM settings
• Firewall blocking outbound webhooks

Contacts not enrolling in sequence

Check mapping:

• Verify stage mapping exists for that specific stage
• Confirm sequence is Active (not paused or draft)
• Check that deal has associated contacts in CRM

Check logs:

• Go to Lead detail page → Activity Timeline
• Look for enrollment event or error messages

Token refresh failures

If tokens repeatedly fail to refresh:

1. Disconnect the CRM
2. Revoke ILLIXIS access in your CRM's connected apps settings
3. Reconnect from scratch
4. Re-map stages

Use Cases

SaaS Sales Automation

HubSpot Pipeline:

• Lead → Enroll in "Product Education Series"
• SQL → Enroll in "Case Study Showcase"
• Demo Scheduled → Enroll in "Pre-Demo Prep"
• Proposal Sent → Enroll in "Post-Proposal Follow-Up"

E-commerce Lead Nurture

HubSpot Pipeline:

• New Inquiry → Enroll in "Welcome + Brand Story"
• Sample Requested → Enroll in "Product Benefits Series"
• Quote Sent → Enroll in "Quote Follow-Up + Urgency"
• Negotiating → Enroll in "Social Proof + Testimonials"

Agency Client Onboarding

HubSpot Pipeline:

• Proposal Accepted → Enroll in "Pre-Kickoff Checklist"
• Contract Signed → Enroll in "Onboarding Week 1"
• Kickoff Complete → Enroll in "Weekly Check-In Series"

Security & Privacy

OAuth tokens:

• Stored encrypted in database
• Automatically refreshed before expiry
• Revocable at any time via disconnect

Webhook verification:

• All webhooks use signature validation (HMAC-SHA256)
• Requests without valid signatures are rejected
• Prevents spoofed webhook attacks

Data access:

• ILLIXIS only requests read/write access to contacts, deals, and pipeline data
• No access to sensitive CRM data (financial, notes, files)
• You can revoke access anytime via your CRM's app settings

Limits

Stage mappings:

• Unlimited mappings per tenant
• One mapping per external stage (can't trigger multiple sequences from same stage)

Contact sync:

• No rate limits on webhook-triggered syncs
• API-based syncs respect CRM rate limits (typically 100 requests/10 seconds)

Webhook retries:

• Failed webhooks are retried 3 times with exponential backoff
• After 3 failures, webhook event is logged but not processed
• Check CRM webhook logs if events are missing