Sender + CRM stack

Smartlead + HubSpot: campaigns measured on pipeline

Tie Smartlead campaigns to HubSpot deals, pipeline and won revenue. Sends from pooled mailboxes are credited to the campaign owner, so every deal still lands on a rep.

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The question this page answers

Which Smartlead campaigns turned into HubSpot pipeline, and whose campaigns were they?

Why Smartlead and HubSpot do not line up on their own

Smartlead knows the lead's email address, the campaign, the email accounts attached to that campaign and each lead's message history. It has no record of the opportunity that followed, its amount or its stage.

HubSpot knows the deal, its amount, stage and create date, the contacts and company associated with it, its owner, and the meetings and calls logged against those contacts. It does not hold a campaign-level record of your cold outreach: which campaign, mailbox or LinkedIn account made the last touch before the deal existed.

Depending on how your native sync is set up, Smartlead activity may also appear on HubSpot contact timelines. A timeline answers "was this person contacted". The question a head of SDR asks sits one level up: per campaign and per rep, how many deals, how much pipeline, how much won.

Smartlead adds a second gap. Its campaigns often rotate across a pool of email accounts, so "which rep sent this" is a real question before you even reach HubSpot: the campaign is clear, the person behind it is not.

How OutboundManager joins Smartlead and HubSpot

Each Smartlead lead becomes one contact, identified by the lead's email address. Contacts are de-duplicated on email address first, then on LinkedIn URL.
HubSpot deals sync with their associated contacts and companies. A deal is linked to outbound activity through those HubSpot associations, matching the associated contacts to the same people.
When none of a deal's associated contacts carries a touch, the deal's company domain is used as a fallback: any contact at that domain can supply the touch. Free email domains never match.
Each deal is credited to the most recent email sent, LinkedIn invite, LinkedIn message or call to any of the deal's contacts, before the deal was created and no more than 120 days before it. If that touch is a Smartlead email, its campaign, channel and rep win.
The rep comes from the sender. Smartlead only identifies the sending mailbox when a campaign uses exactly one email account. For every other campaign the send is credited to the campaign owner. Activity with no mapped sender falls back to the campaign owner.
Smartlead replies are classified from their text as interested, not now, not interested, wrong person, opt-out or auto-reply, and sit in one reply queue.
With write-back on, the source campaign, channel, rep and touch date are written to four OutboundManager properties on the HubSpot deal.

A worked example

A Smartlead campaign with a rep's name in its title runs across several email accounts. A lead answers step two and a deal is created in HubSpot a week later. Smartlead does not say which of the accounts sent that step, so there is no mailbox to map. OutboundManager finds the rep's name in the campaign name and makes them the owner, and the sends, the reply and the deal all land on that rep. When no rep is named in the campaign, a manager picks the owner once from the campaign table.

What you can see once both are connected

Smartlead campaigns that rotate mailboxes credited to their campaign owner, so sends, replies and deals are not left unassigned
A "Needs owner" count on the campaign table for Smartlead campaigns nobody owns yet, with an owner picker for managers
Meetings, deals, pipeline and won revenue for every Smartlead campaign, in the same row as its activity and reply rate
Pipeline per rep on the scorecard, next to that rep's Smartlead activity, replies and positive replies, each against a weekly target
Deals with no outbound touch in the window marked as not outbound, so sourced pipeline is not overstated

Campaigns table listing email and LinkedIn campaigns with sends, reply rates, meetings, deals, pipeline and won revenue

Campaign to pipeline: every campaign across tools with meetings, deals, pipeline and won revenue. Demo data.

Set it up

Connect Smartlead

In Smartlead, open Settings and copy your API key.
In OutboundManager, an admin opens Settings → Connections and clicks Add connection.
Pick Smartlead. Paste the API key. It is checked against the tool automatically; click Save once it shows Key works. The key is stored encrypted.
Open Settings → Reps & senders and give each sender a rep. Suggested matches by email are offered; re-mapping later moves the history with the sender.

Smartlead integration: what syncs and its limits Smartlead documentation (opens in a new tab)

Connect HubSpot

In HubSpot, a super admin creates a private app (Settings → Integrations → Private Apps; newer accounts list private apps under Development → Legacy apps).
Give it these scopes: crm.objects.deals.read, crm.objects.contacts.read, crm.objects.companies.read, crm.objects.owners.read and crm.schemas.deals.read. For write-back, also crm.objects.deals.write and crm.schemas.deals.write.
Copy the private app's access token.
In OutboundManager, an admin opens Settings → Connections and clicks Add connection.
Pick HubSpot. Paste the access token. It is checked against the tool automatically; click Save once it shows Key works. The key is stored encrypted.
Map HubSpot owners to reps in Settings → Reps & senders. To write attribution back to deals, turn on write-back on the HubSpot connection; it is off until you do.

HubSpot integration: what syncs and its limits HubSpot documentation (opens in a new tab)

After both are connected

Map senders to reps. In Settings → Reps & senders, give every mailbox, LinkedIn account, dialer seat and HubSpot owner a rep. Re-mapping later moves the history with the sender.
Set weekly targets per rep on the same page, so the scorecard shows each number against a target and the overview flags reps under 60% of it.
Optional: turn on write-back on the HubSpot connection. It is off by default and needs the two deal write scopes; it then fills four OutboundManager properties on each attributed deal.

Good to know

Smartlead + HubSpotAttribution is last touch only. There is no multi-touch or first-touch model, and the 120-day window is fixed.
SmartleadSmartlead allows 60 API requests a minute per plan, so OutboundManager paces itself and a large account can take a few sync runs to backfill.
SmartleadThe sending mailbox of a send is only known when the campaign uses exactly one mailbox; otherwise the campaign owner gets the credit.
SmartleadOpens and clicks are not imported.
HubSpotDeal stage history is not synced, only the current stage.
HubSpotInbound calls are skipped, and cancelled meetings are removed.
HubSpotHubSpot search returns at most 10,000 results per query; long deal backfills are read in slices, which takes a little longer.
HubSpotWrite-back only touches deals with an outbound attribution, in a property group named OutboundManager.

Smartlead + HubSpot questions

My Smartlead campaigns use several mailboxes each. Who gets the deal?

The campaign owner. Smartlead only identifies the sending mailbox when a campaign uses exactly one. For the rest, OutboundManager credits the campaign's owner: the one active rep named in the campaign name, or the rep a manager picks by hand.

Does it use Smartlead's lead categories to decide what is a positive reply?

Only as a fallback. Replies are classified from the reply text into the same six classes used for every tool. The Smartlead category is used when the text is not available.

Do I have to switch off my existing Smartlead to HubSpot sync?

No. OutboundManager reads from Smartlead and from HubSpot separately, each with its own API key, and does the join itself. It does not depend on, replace or interfere with any sync you already run between them.

What does OutboundManager write to Smartlead or HubSpot?

Nothing in Smartlead, apart from a reply a person on your team writes and sends from the reply queue. In HubSpot, nothing unless you turn write-back on; then it fills four deal properties in a group named OutboundManager.

The two tools on this page

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See Smartlead and HubSpot in one set of numbers.