Seeking Solutions for Instantly and HubSpot Email Sync Issues

Alex C. · 2025-05-23 13:42:08.91769+00

Hello! Has anyone used Instantly and HubSpot together? The *process of syncing the outgoing emails to HubSpot is very complex and time consuming at the moment and, unfortunately, the 'native' integration between the 2 systems allows only for bulk imports. I'm looking for someone who found a different solution.

Seeking Solutions for Instantly and HubSpot Email Sync Issues | RevGenius

12 comments

· Sorted by Oldest

Alex C.
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*Current process involves connecting each mailbox one by one in HubSpot and using the bcc in the email campaign from Instantly.
Pat H.
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I've never done that. Nicholas P. / Mike C. any thoughts?
Jared R.
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i haven't but have seen some challenges integrating 'new tools' with hubspot cleanly (cal.com is my recent example) I'm switching to Attio and suspect things will be cleaner
Jared R.
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i know that wasn't the ask
Jared R.
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Alex C. what part of your stack are you looking to/open to replace / fix in particular
Jared R.
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like CRM or instantly? or find an ops person to help you implement your current stack cleaner (maybe using zapier or something)
Namit J.
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Just use Outboundsync.com They sync everything to Hubspot.
👀1
Namit J.
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It’s a very seamless process. You don’t need to add mailboxes individually and the founder is great. You can schedule the demo on their website or lmk -> I can introduce you both
Alex C.
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Thanks Jared R. , already bound on both tools and have been running like this for a while so not an option per se. Every time I buy new mailboxes, it's a tedious work to have them up and running. I've also set up a lot of Make workflows to help with some tagging/flagging, notifications, etc because there is no real connection between the systems.
Sue D.
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Yes, I've worked with Instantly and HubSpot together, and I agree the native integration leaves a lot to be desired, especially for real time syncing of outgoing emails' one workaround that's worked for me is using a tool like Zapier or Make formerly Integromat to create a custom automation flow. You can set up a zap that captures Instantly email activity via webhook or Gmail integration, depending on your setup and then logs it in HubSpot as an engagement.
Alex C.
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Thanks, Namit J. , wasn't aware of it. And appreciate the offer. I'll check it out and get back to you
Emerson M.
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https://getmaildoso.com/ Another option for setting up cold outbound email infrastructure. I've not used it personally, but in my investigations to solve the same issue, this was recommended most by folks I know who set up their systems.

Alex C.
·
·
*Current process involves connecting each mailbox one by one in HubSpot and using the bcc in the email campaign from Instantly.
Pat H.
·
·
I've never done that. Nicholas P. / Mike C. any thoughts?
Jared R.
·
·
i haven't but have seen some challenges integrating 'new tools' with hubspot cleanly (cal.com is my recent example) I'm switching to Attio and suspect things will be cleaner
Jared R.
·
·
i know that wasn't the ask
Jared R.
·
·
Alex C. what part of your stack are you looking to/open to replace / fix in particular
Jared R.
·
·
like CRM or instantly? or find an ops person to help you implement your current stack cleaner (maybe using zapier or something)
Namit J.
·
·
Just use Outboundsync.com They sync everything to Hubspot.
👀1
Namit J.
·
·
It’s a very seamless process. You don’t need to add mailboxes individually and the founder is great. You can schedule the demo on their website or lmk -> I can introduce you both
Alex C.
·
·
Thanks Jared R. , already bound on both tools and have been running like this for a while so not an option per se. Every time I buy new mailboxes, it's a tedious work to have them up and running. I've also set up a lot of Make workflows to help with some tagging/flagging, notifications, etc because there is no real connection between the systems.
Sue D.
·
·
Yes, I've worked with Instantly and HubSpot together, and I agree the native integration leaves a lot to be desired, especially for real time syncing of outgoing emails' one workaround that's worked for me is using a tool like Zapier or Make formerly Integromat to create a custom automation flow. You can set up a zap that captures Instantly email activity via webhook or Gmail integration, depending on your setup and then logs it in HubSpot as an engagement.
Alex C.
·
·
Thanks, Namit J. , wasn't aware of it. And appreciate the offer. I'll check it out and get back to you
Emerson M.
·
·
https://getmaildoso.com/ Another option for setting up cold outbound email infrastructure. I've not used it personally, but in my investigations to solve the same issue, this was recommended most by folks I know who set up their systems.