Sync Chatonbo Leads to HubSpot CRM
Paste one HubSpot private app token into your bot and every lead your AI chatbot captures becomes a HubSpot contact. No manual data entry, no copy-pasting.
Why Connect Chatonbo to HubSpot?
Your chatbot captures leads around the clock. The HubSpot integration puts each one in your CRM without anyone lifting a finger.
Automatic CRM Entry
When a visitor shares an email or phone number in chat, Chatonbo creates the HubSpot contact for you shortly after the conversation goes quiet. It happens whether you are online or asleep.
No Manual Data Entry
Sales teams waste hours copying lead data between tools. With HubSpot connected, name, email, phone and the page the visitor was on land on the contact record automatically. Your team focuses on selling, not data entry.
Context Before the Call
Every pushed contact carries Lead status "New" and the exact page the visitor chatted on. The conversation summary and transcript are one click away in your Chatonbo dashboard and in the new-lead email, so your rep knows what was asked before picking up the phone.
Prerequisites
Chatonbo Pro Plan
HubSpot sync runs on the Pro ($19/mo), Business, or Enterprise plan. View pricing and upgrade at any time.
HubSpot Account
Any HubSpot plan works, including HubSpot Free CRM. You need a user who can create private apps in your HubSpot account, normally a super admin.
Step-by-Step Setup Guide
Connect Chatonbo to HubSpot CRM in about five minutes. Follow these five steps.
Create a Private App in HubSpot
In HubSpot, open Settings (the gear icon), then Integrations, then Private apps, and click "Create a private app". Give it a name such as "Chatonbo". You need a HubSpot user with permission to create private apps, which is normally a super admin.
Give the App the Two Contact Scopes
On the Scopes tab, under CRM, tick crm.objects.contacts.write and crm.objects.contacts.read. Write lets Chatonbo create and update contacts; read lets it look up an existing contact by email so the same person is not created twice. No other scopes are needed.
Copy the Access Token
Click "Create app" and HubSpot shows the private app access token. It starts with "pat-". Copy it now. You can see it again later in the app's Auth tab, and you can rotate it there at any time if it leaks.
Paste the Token in Chatonbo
Log into your Chatonbo dashboard, open the bot you want to connect, and click the Integrations tab. Turn on the HubSpot card, paste the token into the access token field, and click "Save HubSpot Settings". The token is stored with that bot's settings and masked after saving. HubSpot sync runs on Pro, Business, and Enterprise plans.
Test With a Real Chat
Visit your website, start a conversation with your chatbot, and share a test email address. A couple of minutes after the conversation goes quiet, open Contacts in HubSpot: you should see the contact with Lead status "New" and the page URL in the Website property. Delete the test contact in HubSpot and the test lead in Chatonbo afterwards.
What Gets Synced to HubSpot
Chatonbo writes a fixed set of standard HubSpot contact properties. Here is exactly what happens on each captured lead.
Contact Created
A HubSpot contact is created with Email, First name and Last name (split from the name the visitor gave, first word as first name), Phone, Lead status set to "New", and Website set to the URL of the page the chat happened on.
Existing Contact Updated
If HubSpot already has a contact with that email, Chatonbo looks it up by email and updates the Phone (and the summary property, if a summary exists) instead of creating a duplicate. The contact's name, Lead status and Website are left as they are.
Filtering Chatbot Leads
Chatonbo does not set a dedicated lead source property. To find chatbot leads in HubSpot, filter contacts on Lead status is "New" and Website contains your domain, and save it as a view. A HubSpot workflow on the same filter can stamp your own "Lead source" property.
What It Looks Like in HubSpot
Sarah Johnson
Phone
+1-555-0123
Lead Status
New
Website
https://yourstore.com/pricing
Create Date
Set by HubSpot when the contact is created
Where the conversation lives
The summary and full transcript are in your Chatonbo dashboard under Leads and in the new-lead email. HubSpot gets the contact fields above; it does not get a note or timeline activity.
Not Yet Supported
The integration is deliberately small. These things are not part of it today, so you know what to expect before you connect.
- OAuth "Connect with HubSpot" sign-in. Authentication is the private app token you paste.
- Field mapping or custom properties. The property list above is fixed.
- A dedicated lead source property. Use Lead status and Website to filter, or a HubSpot workflow.
- Company records. No company is created or associated.
- Notes, timeline activities or transcripts on the contact.
- Deals, tickets or two-way sync back into Chatonbo.
Need one of these? Chatonbo also fires a lead.created webhook with the name, email, phone, page URL and summary of every lead; point it at Zapier or Make and map the fields to any HubSpot object you like. See all integrations.
Advanced Tips
Get more out of the fields Chatonbo does send with these HubSpot-side strategies.
A Saved View for Chatbot Leads
In Contacts, filter on Lead status is "New" and Website contains your domain, then save the view. Because Chatonbo writes the chat page URL into Website, this view shows only contacts that came from your chatbot.
Stamp Your Own Lead Source
Create a custom "Lead source" property in HubSpot and a contact-based workflow that enrols contacts whose Website contains your domain, then sets Lead source to "AI Chatbot". Your reports then separate chatbot leads from other channels.
Lifecycle Stage Automation
Extend the same workflow to move contacts from "Lead" to "MQL", assign an owner, or send a follow-up email. The Website property tells you which page they chatted on, so a visitor from /pricing can be routed differently from one on a blog post.
One Token Per Bot
HubSpot settings are saved per bot. If you run several chatbots, connect each one separately, with the same private app token or a different one per bot, so you can revoke access for one bot without touching the others.
Frequently Asked Questions
Which HubSpot plans work with Chatonbo?
Any HubSpot plan that lets you create a private app, which includes HubSpot Free CRM. On the Chatonbo side, HubSpot sync runs on the Pro plan ($19/month) or higher; on the free plan the HubSpot card is shown but leads are not pushed.
Will duplicate contacts be created if the same visitor chats again?
Not when the lead has an email address. If HubSpot reports that a contact with that email already exists, Chatonbo looks the contact up by email and updates it instead of creating a second one. A lead captured with only a phone number cannot be matched this way, so it is created as a new contact. A visitor who chats again within the same day is treated as returning and is not pushed to HubSpot a second time.
Can I map chatbot data to custom HubSpot properties?
Not from inside Chatonbo yet. The integration writes a fixed set of standard contact properties: email, first name, last name, phone, Lead status and Website. To fill a custom property, build a HubSpot workflow that triggers on those values, or send the lead.created webhook to Zapier or Make and map fields there.
What happens to conversation history in HubSpot?
Chatonbo does not create notes or timeline activities in HubSpot. The conversation summary is written to the contact's standard Message property (the same field HubSpot forms fill), so it shows on the contact record and can be used in views and workflows. The full transcript is always in your Chatonbo dashboard and in the new-lead email.
See it work on your own website
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