Syncing data between Microsoft Dynamics 365 and HubSpot helps create a unified view of your customers across sales and marketing. By connecting these two powerful platforms, you can ensure that key information such as contacts, companies, and deals stays consistent and up to date in both systems. This not only reduces manual data entry but also empowers your teams to make faster, more informed decisions. In this guide, we’ll walk you through the process of setting up the data sync, choosing the right sync direction, and configuring your settings for optimal performance.
Step-by-Step: Setting Up the Sync
Once the app is connected, you’ll need to activate the data sync. You can choose between a one-way or two-way synchronization, depending on your data requirements.
Step1: To begin, log in to your HubSpot account and click the Settings icon in the top navigation menu. In the left-hand sidebar, navigate to Integrations, then select Connected Apps.
Step 2: Find and click on Microsoft Dynamics 365, then choose Set up your sync to begin the configuration process.
The integration supports syncing for the following object types:
Step 3: The integration supports multiple sync configurations to suit your business needs. You can choose from three modes (two-way sync, One-way sync to HubSpot, One-way sync to Microsoft Dynamics 365.
Step 4: Select the type of data you’d like to sync between HubSpot and Microsoft Dynamics 365. Once select, on the top right click on the Next Button.
Step 5: Record Matching Options in HubSpot–Dynamics 365 Integration: Choose how you want to identify and sync matching records across both platforms to avoid duplicates
- Match on Company Name or Domain Name (Recommended)
This option is ideal if you want to automatically match existing companies between HubSpot and Dynamics 365 based on their company name or domain name. It helps maintain data consistency and reduces duplicate entries during sync.
- Choose My Own Fields to Match On
If you use custom fields for identifying companies or contacts (such as a CRM ID or unique customer number), this option allows you to manually select which fields should be used for matching across systems.
- Do No Matching
This option is best if you’re syncing all records from one system to another for the first time. It will bring over all records without attempting to match them. However, this may result in duplicate entries, especially if similar records already exist in both HubSpot and Dynamics 365.
💡 Pro Tip: If you already have data in both systems, using the “Match on company name or domain name” option is usually the safest way to keep records in sync without creating duplicates.
Data Conflict Resolution
When the same record exists in both HubSpot and Dynamics 365 with different information, you need to decide which system’s data should be kept.
- Use HubSpot data – HubSpot overwrites Dynamics.
- Use Dynamics 365 data – Dynamics overwrites HubSpot.
Conflicts usually occur during the first sync. After that, your field mapping rules take over.
Review Field Mappings
Default field mappings between Microsoft Dynamics 365 and HubSpot with options for customization.
Field mappings determine how data from Microsoft Dynamics 365 matches with HubSpot fields. By default, common fields like Name, Phone, Address1: City, Website, Annual Revenue and Owner etc, are already mapped.
You can:
- Keep default mappings.
- Turn off mappings you don’t need.
- Create custom mappings (requires upgrade).
Step 6: Enable Duplicate Reduction (Company Matching Logic)
To ensure clean and reliable data during synchronization, HubSpot offers a Duplicate Reduction setting. This feature helps prevent the creation of duplicate company records across systems
Enabling this option ensures that only records with either a Company Name or Domain Name are synced. HubSpot will attempt to match records in both HubSpot and Dynamics 365 using these fields.
This step is essential for maintaining data hygiene and avoiding unnecessary duplicates in your CRM system.
💡 Note: This feature uses matching logic based on either the company name or domain name fields to align data from both platforms. If either field is missing in a record, that record will not sync—helping you avoid partial or inaccurate data entries.
Step 7: Apply Filters
HubSpot gives you the flexibility to control which records sync and how they sync between Microsoft Dynamics 365 and HubSpot. By default, all records are included in the sync. However, you can apply filters to narrow the scope and avoid unnecessary data transfers.
- Syncing from Microsoft Dynamics 365 to HubSpot
Here, you can filter which Accounts (Companies) from Dynamics 365 should be synced to HubSpot. By clicking Edit, you can apply criteria such as industry, region, or custom attributes.
Sync options:
- Create new companies and update existing in HubSpot (Recommended)
This will create new companies in HubSpot if they don’t already exist, and update any existing records based on matching criteria.
- Only update existing companies in HubSpot
This option will not create new records. Only companies that already exist in HubSpot will be updated.
- Syncing from HubSpot to Microsoft Dynamics 365
This section allows you to choose which Companies from HubSpot are synced to Dynamics 365. Like the previous section, you can apply filters to define which companies should be included.
Sync options:
- Create new accounts and update existing in Microsoft Dynamics 365 (Recommended)
Enables automatic creation of new records in Dynamics 365 and updates to existing ones.
- Only update existing accounts in Microsoft Dynamics 365
Use this if you want to avoid new account creation and only update data in existing CRM records.
Step:8 Click Save and Sync
Once the sync is turned on, you can fine-tune your sync settings to align with your business rules and data preferences. This includes adjusting field mappings, conflict resolution logic, and record filtering criteria.
For more detailed guidance, you can explore HubSpot’s official documentation on configuring sync settings: Learn more about configuring your sync settings
Turn off data sync
If you need to pause the data sync between HubSpot and Dynamics 365, you can easily disable it from within your HubSpot settings.
To do this:
- In your HubSpot account, click the Settings icon located in the top navigation bar.
- From the left-hand menu, go to Integrations > Connected Apps.
- Locate and click on Microsoft Dynamics 365.
- Click the Actions dropdown, then select Turn off sync.
You’ll see a confirmation pop-up. Click Turn off sync to confirm your choice. You can reactivate the sync anytime by selecting Edit sync settings. If needed, you can also delete the sync entirely.
Conclusion
Setting up and managing data sync between Microsoft Dynamics 365 and HubSpot ensures your records stay accurate and consistent across both platforms. From selecting sync direction to customizing field mappings and applying filters, each step helps you control what data flows where. You also have the flexibility to pause or disable the sync at any time without losing your configuration. With proper setup, you can avoid duplicates, reduce manual work, and keep your systems aligned.
Need Help?
If you’re still finding it difficult or need assistance building this integration, feel free to reach out—we’d be happy to help you set it up and tailor it to your business needs. Whether it’s configuring sync settings, mapping custom fields, or troubleshooting, we’re here to support you every step of the way.