HubSpot that knows what happened after the client signed
Your marketing and intake pipeline lives in HubSpot. We connect it to the systems where the matter actually happens, in both directions.
HubSpot integration, built around your firm
Many firms run marketing and intake in HubSpot: forms feed contacts, deals track prospective matters through a pipeline, and the team logs calls, meetings and notes against each record. Once the client signs, the work moves to your practice management system, and HubSpot usually stops hearing about it.
That handoff is where things slip. The new client is typed into the PMS by hand, sometimes twice. Contacts drift apart between the two systems. Marketing can't see which sources produced matters that were actually opened, and relationship partners ask accounting for numbers the CRM should already show.
We connect HubSpot through its public API and webhooks. A deal reaching your "won" stage opens the client and matter downstream with your rules applied, and the new matter number is written back to the deal. Contacts are matched by rule with a review queue, and matter events update HubSpot properties so reports reflect what really happened. It all runs in your firm's Microsoft 365 and Azure tenant. If a vendor's built-in HubSpot connection already covers part of this, we'll tell you and build only what it doesn't.
The HubSpot data we work with
Contacts and companies
Matched to your PMS clients by email, domain or client number, with a merge review queue instead of silent guesses.
Deals and pipelines
Stage changes read against your own pipelines, so "won" means whatever stage your firm uses, not a hard-coded default.
Owners
Deal and contact owners mapped to your staff by email, so the responsible attorney carries through to the matter.
Notes, calls, meetings and tasks
Activity created and associated with the right contact, company and deal, such as a matter-opened note or a follow-up task.
Custom properties
Your PMS matter number, matter status and other values stored in properties on the record, with unique-value properties used as the join key.
Association labels
Other parties, such as a referral source or opposing counsel, linked to the deal with your own labels.
How the HubSpot integration works
- A private app in your HubSpot account. For a single firm, the integration uses a private app created in your own HubSpot account, with only the scopes the design needs. Its access token is stored in your firm's Key Vault and can be rotated or revoked from HubSpot settings. The token carries the app's scopes, not a person's permissions, so it keeps working when staff change.
- Push events, verified. HubSpot sends signed webhook events when contacts, companies or deals are created or change. We verify each signature, acknowledge quickly and process in the background. HubSpot can retry, duplicate or reorder events, so each one is handled idempotently and a scheduled reconciliation catches anything missed.
- Plan tier matters for some features. Most CRM APIs are available on every HubSpot tier. Custom objects, such as a dedicated Matter object, need Enterprise, and workflow "Send a webhook" actions need Data Hub Professional or Enterprise. If you don't have those, we use deals and app webhooks instead.
- Runs in your tenant. The integration is deployed into your firm's Azure subscription. Secrets stay in your Key Vault and every write to HubSpot or your PMS is logged in your own environment.
Where HubSpot fits
Signed client → matter open everywhere at once
Matter opening goes from days of handoffs to minutes, and every system starts with the same data.
CRM that knows what happened after the client signed
Business development decisions based on what is actually happening in each matter.
Often connected with
Questions about connecting HubSpot
HubSpot isn't built for law firms. Is that a problem?
Not for this. HubSpot handles marketing and the intake pipeline well. The matter itself belongs in your practice management system, and our job is to keep the two in step, so HubSpot reflects what happened after the client signed.
Do we need a particular HubSpot plan?
Usually not. Contacts, companies, deals, activities, properties and webhooks through a private app work on standard tiers. A custom Matter object needs Enterprise, and workflow webhooks need Data Hub Professional or Enterprise. We'll tell you during the analysis if anything in your design depends on a tier you don't have.
How do you avoid duplicate contacts and matters?
Matching runs on explicit rules your firm approves, such as email, domain or client number. Anything that could match more than one record goes to a short review queue. Matter creation is keyed to the deal, so a repeated event can't open the same matter twice.
Running HubSpot with other systems?
Tell us what you use and where your staff re-key data. We’ll tell you honestly what’s possible, and what your vendors already cover.