CRMs are a funny thing. You love them sometimes, you hate them most times, and your sales process would be nothing without them.

But if you’re not connecting your CRM and cold outreach tools, you’re probably in the “hate them” category more often than not.

I’ve lived it. I spent months bouncing between LinkedIn tabs, HubSpot lists, and lemlist campaigns, manually copying data like it was 2015. It cost me hours every week and introduced errors I didn’t catch until deals stalled.

In this post, I’ll show you the 5 exact workflows I use to keep HubSpot, lemlist, and LinkedIn talking to each other so no lead, message, or deal falls through the cracks.

lemlist has been rated 4.6 stars by 1,424 verified reviews on G2 (lemlist Products | Read 1424 Reviews on G2), and a big reason is how tightly the HubSpot integration works once you set it up right.

Before we get started, make sure you already have your HubSpot integration configured in lemlist. It takes less than 5 minutes.

Funny story, a couple years ago I was using HubSpot for marketing and sales actions. And tbh, it was kind of a shit show.

We added all leads into HubSpot that were subscribed to our newsletter or downloaded some of our free content, but we were also adding HubSpot lists from other sources (like databases). All in the hopes of eventually adding them to an outbound sequence and closing the deal.

Pretty normal stuff. But we were wasting tooonnns of time because we didn’t connect lemlist and HubSpot to sync all the leads.

I was uploading lists of leads into HubSpot, then importing those lists into lemlist (let’s not mention the mess that happened with importing active HubSpot lists), then after a lead would respond I would manually add a note to their contact.

It was a freaking mess and I was wasting hours every week trying to find the correct info and updating everything between the lead lists to how leads were responding to LinkedIn and lemlist campaigns.

But, there’s an easy way to fix this so all your leads and info is synced between the tools…and you even have a couple options, check it out.

Okay so let’s go back to the scenario where I was getting my leads from Marketing (like a Marketing Qualified Lead) and needed to send my outbound campaigns to those leads.

How would I sync them from HubSpot to lemlist?

Well, in some cases your leads are already in HubSpot from Marketing, but if not you can easily import them. HubSpot’s own import documentation walks through the full file-prep and mapping process.

Either way, you’ll need to make sure these leads are in a “list” before trying to sync with lemlist. You can learn more about organizing contacts into lists from HubSpot’s Lists documentation.

And to save you some time I would name the list based on how Marketing got those leads, so you know what kind of outbound campaign you want to send them. For example: Newsletter subscribers non client, Cold email ebook download, Personalization at scale webinar, etc.

Then when you create a new campaign in lemlist you’ll select this option:

Then select the list that you want to import your leads from and voilà, you’ve got your leads in lemlist from HubSpot. Btw, this works for active lists too. They’ll be automatically updated in lemlist.

And once you start firing your campaign you’ll be able to see all the communication from lemlist as a note under their contact in HubSpot, but we’ll get to that soon.

Anyways, one important thing to note here is that if you want to use LinkedIn steps in lemlist after importing leads from HubSpot, you need to have their LinkedIn URL saved in HubSpot before you import to lemlist.

And to do that you have a few options, listed from most to least time consuming:

BUT there is one more option if you want to connect LinkedIn, lemlist, and HubSpot: sync your leads from lemlist to HubSpot.

Okay so now let’s address the other side of sales, outbound. When you’re the one finding leads and sending campaigns to them.

But how do you do this if you need to get all their info into your CRM, but also send them cold outreach and make some social media touches?

Example time. Let’s say I’m a sales rep or manager of a software that organizes and schedules social media posts. In this case, my main target would be social media managers since I know they would be the best users of my product.

So, here’s what the workflow would look like:

First up I would create a campaign specifically for social media managers, adding some personalization and creating a relevant message based on solving pains I know they are facing.

I would add some LinkedIn (or other social media) steps, at least one email that can provide additional info and context, a couple reminder steps, and then a closing email.

Then you need to connect HubSpot and lemlist so the leads added to the campaign are also added to HubSpot, all while enriching your lead’s data. This sounds complicated but it’s actually really easy, I promise.

The HubSpot integration works at the team level. (How to configure the HubSpot integration in lemlist | lemlist Help Center) Go to Settings → Integrations → HubSpot to configure it. You’ll set up field mapping (including custom fields and sync direction), and use Advanced settings to control when records can be created in HubSpot and define default property values for new records. (How to configure the HubSpot integration in lemlist | lemlist Help Center) HubSpot’s own properties documentation explains how field types and custom properties work on their side.

[screenshot: current HubSpot integration settings in lemlist, showing field mapping and Advanced settings tabs]

Make sure contact creation is enabled and your field mapping covers the key properties (name, email, company, LinkedIn URL). Do your field mapping before importing contacts or launching campaigns. (Integrate HubSpot with lemlist | lemlist Help Center)

One step done, now you gotta actually find leads…

Emphasis on the “solid” part. This way you know you’re reaching out to leads that want to respond and you don’t end up wasting HubSpot credits importing bad leads.

We’ve all been there. Not pretty.

And bonus points, you’re creating relationships based on qualifiers so they have a higher chance of converting and staying.

So for my social media software example I want to find social media managers. But I don’t want to just go to a regular LinkedIn search and type “social media manager”.

If I do that these are the kind of results I’d end up with:

Instead, I’ll do an advanced LinkedIn search so I can find a more narrow group of leads. Ones that I think are most affected by what my solution solves for, this way I know I can send them a message that resonates and they have a higher chance of making a purchase.

So for my social media management platform I would look for social media managers working for tech companies, with the company having less than 30 employees.

Why? A couple reasons:

You can also skip the manual LinkedIn filtering entirely and use lemlist’s 600M+ contact database to surface the same ICP faster. Company search includes filters like size, growth, funding date, and technologies, while people search covers job title, country, seniority, years of experience, and more. (Lemlist Review 2026: My Honest Opinion After Using the Platform) I could find social media managers at sub-30-person tech companies in a few clicks instead of scrolling through LinkedIn pages.

You’ve got your campaign all ready to roll, but it’s kinda vital that you add your leads.

If you’re using LinkedIn or Sales Nav you can just fire up the lemlist extension and import lead lists or individual leads directly to your campaign while scraping all their info. Otherwise, you’ll do a file upload or take leads from another campaign (re-targeting).

Check out the next step to see how I would do this for my social media example…

For the best results and to scale your personalization, we recommend using 1 personalized sentence (icebreaker for lemlist users) for each lead.

And you can combine this with steps 2 and 3 so you find your leads, add personalization, and add them directly to your lemlist campaign.

In the case of my example, I used the icebreaker as the first message I sent. So to fill this in for the social media managers, I would click on their LinkedIn profile in the search results and launch the lemlist extension. That way I can scrape all their info, and add a personalized icebreaker.

For the sake of this example, I’m gonna use Roxana, Inès, and Sage.

Now all I need to do is click “create” and it adds the lead to my campaign, just like magic.

And say you want to use other sites like G2, Crunchbase, or another data source instead of LinkedIn, no worries! Fill the icebreaker in under the “leads” tab of your campaign.

One more thing: if writing icebreakers one-by-one feels like it won’t scale, you’re right. lemlist’s AI Variables and Smart Messaging can generate personalized first lines automatically using data from each lead’s profile. Same quality, fraction of the time.

Review all your leads, making sure the icebreakers are looking pretty, and you’re ready to roll.

In my example, lemlist will automatically add Roxana, Inès, and Sage as contacts in HubSpot.

But wait, what happens after that? How can I track the messages in HubSpot? Will other reps see it? That’s what the next section is for…

You’ve got good leads, sent your campaign, but how do you manage these leads in your CRM and see what messages they’ve gotten?

The answer is just to run the campaign using the settings above, and check the Notes section of your Contact’s info.

So if I sent the campaign above to Inès, Roxana and Sage I would go to their contact in HubSpot and I can see which campaigns they were in, what messages they got and any responses.

Basically any action in lemlist is automatically sent as a note in the HubSpot lead. And yes, this does include LinkedIn messages.

This is useful for single-campaign tracking. But when you’re running multichannel sequences across email, LinkedIn, and calls, you’ll want a single view of every conversation. That’s what lemlist’s unified inbox gives you, so you can manage replies across every channel in one place without switching tabs.

And if you want to track the messages you send using LinkedIn after the lead responds, there’s a cool HubSpot hack to sync your LinkedIn convos.

You might be thinking “but isn’t the point of HubSpot for Sales to manage deals and pipeline, not just to manage contacts??” and you’re absolutely right.

That’s where connecting lemlist with your deals will come in handy. Just ask Jonathan…

Deal creation triggers are configured at the campaign level (each campaign can have different deal triggers). (How to configure the HubSpot integration in lemlist | lemlist Help Center) So you set them up per campaign in your campaign settings, not at the global integration level.

Let’s start by answering Jonathan’s question.

Say I am sending the campaign I sent to Rox, Inès, and Sage with the third step being an email, and I share a link to book a meeting with me.

I want to create a deal as soon as they click on the link, because that’s a heavy interest sign.

Go to your campaign settings → Deal triggers and configure the following:

And there you have it. If Inès or Rox clicks on the link, it’ll automatically show up in HubSpot as a deal. Then when the deal is opened I can look at the contact to see what campaign they were a part of and what messages they received.

Pretty cool right? I’ve got one more example for you…

Now lets say you don’t want to include links in your message or push for a meeting just yet (a good strategy, btw), you might want to use another trigger to open a deal in HubSpot.

You can create a deal based on a lead responding…and the process is similar to the one above.

In the same campaign settings → Deal triggers area:

So now, using my example, if Rox, Inès, or Sage responds to a message it will create a deal in HubSpot.

But just to remind you, you need to have contact creation enabled in your integration settings, otherwise the deal won’t be added.

Then it’ll not only show the deal, but all their information when you click on the contact (such as what link they clicked on, what they responded, which messages they received, etc.)

The only problem with this tactic is that if a lead responds that they aren’t interested, it’ll still create a deal…that’s why my recommendation is to do this instead.

This one isn’t exactly automatic, but it’s your best bet for only creating deals in HubSpot for leads that you know are 100% interested.

In your campaign’s deal trigger settings, configure deal creation for when a lead is marked as interested. Then as soon as you define a lead as interested (based on how they respond to you, for instance), the deal gets created in HubSpot automatically. No false positives from “not interested” replies.

You can also go further than reply-based triggers. lemlist’s Intent Signal Agents track real-time events like hiring surges, funding rounds, and tech-stack changes. Intent signal agents suggest, track, and act on high-intent events that show prospects are likely to engage. (lemlist | The AI Outbound Platform for Relevant Outreach at Every Scale) So instead of waiting for a click or reply, you can push leads showing genuine buying signals straight into your HubSpot pipeline.

That’s the full loop: leads flow from HubSpot into lemlist campaigns, outbound activity syncs back as notes and deals, and LinkedIn touches get tracked alongside email, all without you playing data-entry clerk every morning.

The biggest unlock here is the sync itself. Once HubSpot and lemlist are connected with field mapping done right, every campaign you launch feeds your CRM automatically. No copy-pasting, no stale records, no lost replies.

If you haven’t connected your tools yet, start there. If you have, pick one workflow from this list you haven’t tried and run it this week.

Start a 14-day free trial and see how the full lemlist-HubSpot integration works for your pipeline.