HubSpot review integration
Ask for a review when a HubSpot deal or ticket reaches the right stage
Connect one HubSpot portal, choose the pipeline stages that mean the work is done, and WebVouch invites the associated contact at the right moment. Turn on review sync to keep the outcome on the contact record.
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What moves between the two systems
WebVouchContact resolved, invitation sent once- What starts it
- A deal or ticket enters a stage covered by a rule, a workflow reaches the WebVouch action, or a delegated user requests an invitation from the record card.
- What WebVouch receives
- The record, its stage history and the associated contact, read from HubSpot when the invitation is scheduled and again before it is sent.
- What goes back to HubSpot
- With review sync on, invitation status, sent date, review rating, review date and review link, written to a WebVouch property group on the contact. With it off, nothing is written to HubSpot.
What the HubSpot integration does
Rules per pipeline decide which deal and ticket stages send an invitation, to which contact, and after what delay.
A native workflow action and a reviews card on contact, deal and ticket records, installed with the app.
Invitation status, review rating, date and link kept current on the contact when review sync is on.
One closed deal, start to finish
Follow a stage-based invitation from the completed job to the customer’s review and its return to the CRM.
- HubSpot
A deal or ticket enters a stage you chose
HubSpot tells WebVouch about the change. Your rule determines which pipeline and stages count as a completed job.
- WebVouch
WebVouch picks the rule and the recipient
The highest-priority rule for that stage wins. The recipient is the only associated contact, or the contact carrying the association label in the rule. If more than one contact matches, nothing is sent and the ledger says why.
- WebVouch
The delay runs from the moment the stage was entered
Taken from HubSpot property history, not from when WebVouch noticed. Before sending, WebVouch reads the record again, and a deal that moved back or a ticket that reopened is dropped.
- WebVouch
The customer writes a review
The invitation uses the template from the rule. The review lands on your public profile and in any widget you place, including one on a HubSpot CMS page.
- HubSpot
The contact record shows the outcome
With review sync on, invitation status, sent date, rating, review date and link are written to the WebVouch property group on the contact. The reviews card shows the same on contact, deal and ticket records, and a delegated user can reply from there.
What holds an invitation back
Activity shows why an invitation was skipped or blocked, so your team can check the outcome.
More than one contact matches
An ambiguous recipient is skipped rather than guessed.
The contact was invited recently
A cooldown, one day by default, counts invitations from every integration, not only HubSpot.
Two rules cover the same stage
Only the rule with the highest priority sends. The other records an overlap outcome.
The same event arrives again
Repeated deliveries of the same event do not create another invitation. The recipient cooldown also applies across rules, imports, workflows and card requests.
The template is not active
Save a draft template while you set up, then activate it in Invitations before starting invitations.
The record no longer qualifies
A reverted deal, a reopened ticket, a deleted contact or paused automation stops the send at delivery time.
What you get in each system
Manage stage rules and shared defaults in WebVouch. Use the workflow action and reviews card to work directly from HubSpot.
Inside HubSpot
A workflow action: Send a WebVouch review invitation
Appears in the workflow editor for contact, deal and ticket workflows, where your HubSpot subscription includes custom workflow actions. It uses the same templates, cooldown and checks as the rules, and returns a status, a reason and the invitation ID for later branches.
A WebVouch reviews card on records
Add it to contact, deal and ticket record views from the card library. It lists invitations with their status and linked reviews with ratings, and lets a delegated user request an invitation, cancel one or reply to a review without leaving HubSpot.
A WebVouch property group on contacts
Optional. Invitation status, sent date, review rating, review date, review link and reply status, kept current when a review is edited, hidden or deleted. Only contacts WebVouch invited are touched.
Review widgets on HubSpot CMS pages
Copy the embed code for any of your WebVouch widgets into a Custom HTML module, or into the footer HTML for a site-wide drawer. The widget reads nothing from HubSpot.
Inside WebVouch
Deal and ticket rules
One rule per pipeline and set of stages, with its own template, delay, recipient choice and priority. The delay can follow the template, send at once, or wait a number of hours you set. Rules can be switched off without being deleted.
History preview and import
Look back over up to 90 days of stage entries for a rule, see eligible and skipped counts with reasons, then start the import explicitly. The preview sends nothing.
Activity and integration alerts
Follow invitations from rules, workflows and the CRM card, with statuses, reasons and retries where available. Connection, automation, review-sync and import problems appear in the panel, with in-app notifications for issues needing attention.
Sending and sync settings
Pause automation, set the recipient cooldown, turn review sync and card actions on or off, and choose default templates for the workflow action and the card. Delegate named HubSpot users before they can act from the card.
How to set it up
3 steps, in the order you do them. The connection lives in your business panel.
- 1
Connect your HubSpot portal
An owner or administrator of a verified organisation authorises the portal from Integrations in the business panel. HubSpot asks for read access to contacts, deals and tickets, and optionally contact write access for review sync. One portal connects to one organisation, and no API key is typed anywhere.
- 2
Add a rule for each pipeline
Pick the pipeline, the stages that count as done, the template, the delay and who receives it: the only associated contact, or the contact carrying an association label you choose. Give overlapping rules a priority so only one of them sends.
- 3
Preview history, then leave it running
Preview up to 90 days of past stage entries, see how many records are eligible and why the rest are skipped, and start the import only when the counts look right. From then on each stage entry is handled on its own, and every result sits in one activity ledger.
When HubSpot is the right choice
Pick HubSpot when the CRM is where a job is marked finished: services sold through a pipeline, onboarding tracked as deals, or support closed as tickets. For ecommerce purchases, compare the store integration and choose which event should trigger the invitation.
HubSpot integration questions
The one contact associated with the deal or ticket, or the contact carrying the association label you pick in the rule. When more than one contact matches, WebVouch sends nothing and records an ambiguous recipient rather than guessing.
Integration details last updated
