Short answer
Before the first sync, test the HubSpot Salesforce connector between sandboxes, set an inclusion list so only the records you choose sync, decide the sync rule for every mapped property, and keep sensitive fields out. Turn object syncs on one at a time and review sync errors weekly.
Before you connect production
- Connect a HubSpot sandbox or test account to a Salesforce sandbox and run the whole setup there first.
- Install the connector with a dedicated Salesforce integration user that has only the object and field access the sync needs.
- Check your Salesforce API call allowance; the connector uses it on every sync.
Control what syncs
- Inclusion list first. Without one, the connector can pull in far more records than you expect. Firms have found hundreds of thousands of contacts arriving when they wanted a few thousand.
- Turn objects on one at a time: contacts and leads, then companies, then deals, then tasks and activities.
- Turn off automatic company creation if Salesforce Accounts are your company source, or you'll get empty companies.
- Exclude sensitive fields. Don't map account numbers, tax IDs or health data into a marketing system.
Map properties on purpose
- Choose a sync rule for each mapped property: prefer Salesforce unless blank, always use Salesforce, or two-way.
- Calculate rollups such as AUM in Salesforce and sync only the result.
- Match picklist values exactly on both sides, or records fail to sync.
- Map campaign member status deliberately instead of syncing every email event.
Run it
- Review sync errors weekly, grouped by cause: validation rules, required fields, picklist mismatches, permissions.
- Many "duplicates" are field mapping problems. Fix the mapping before you merge.
- Use a date cutoff or a "migrated" flag so historical activity doesn't flood the sync.
Official documentation
Frequently asked questions
Why did the HubSpot Salesforce connector sync far more contacts than expected?
No inclusion list was set, so every eligible record synced. Set an inclusion list in the connector settings before the first sync, and test in sandboxes first.
Should HubSpot or Salesforce win when a property conflicts?
Decide property by property. Salesforce usually owns account, ownership and financial fields; HubSpot usually owns marketing source and engagement fields. Set the sync rule to match.
Salesforce, HubSpot, Anthropic and OpenAI change their products often. Check the official documentation before you rely on a specific setting, limit or price.