No More Re-Keying: Why Trade Businesses Are Syncing Simpro and HubSpot Live

Most trade and field service businesses we talk to don’t have one big, dramatic CRM problem. They have a quiet, persistent one.

The sales team builds the pipeline in HubSpot because that’s where the marketing leads land, and the nurture sequences run. The operations team runs jobs in Simpro because that’s the system designed for the work. And somewhere in the middle sits a person, or a recurring task on someone’s calendar, whose job is to make sure the two never get out of step. They retype won deals into Simpro as customers. They screenshot quote status back to sales over Teams. They live with two phone numbers for the same client and quietly choose which one to trust.

That role is what the SyncEzy Simpro + HubSpot integration is designed to remove. We covered it in detail in a recent live webinar with Mark Bubner from our implementation team, and this is the written version for anyone who’d rather read than watch, or who wants something to share with the rest of the team.

The problems we hear most

Before we get to the solution, a few things that come up almost every time we talk to a team running this exact setup.

1. Money sits in Simpro as quotes that never get followed up. Mark put it bluntly in the webinar: “Organisations will add some quotes into Simpro, but the actual follow-up and closing out of those is time-consuming and potentially problematic, and it might end up with hundreds of thousands or millions of dollars of potential business sitting there but not getting followed up.”
   
2. The sales team is asking the office for the quote status. Pipeline review meetings turn into “can you check Simpro and tell me where this one’s at?” conversations. The CRM should already know.
   
3. The same customer has two records. The HubSpot company and the Simpro customer have drifted apart, and nobody is quite sure which one is current.
   
4. New marketing campaigns hit existing customers, because HubSpot has no idea who is already on the books in Simpro.
   
5. Someone in the office is re-typing every won HubSpot deal into Simpro. Nobody questions whether that role should still exist.
   

None of these is catastrophic on its own. Together, they’re the reason this integration exists as a category in the first place.

What the integration actually does

At its core, the integration keeps the same customer record live in both systems and lets a quote move through its lifecycle without anyone moving the data manually.

Add or update a company in HubSpot, and it appears as a customer in Simpro. Add or update a customer in Simpro, and it appears as a company in HubSpot. The same applies to contacts. The sync is bi-directional, so the system you happen to be working in is always the source of truth for the changes you make there.

Quotes are where it gets useful. Create a quote in Simpro, and a matching deal shows up in HubSpot. Move that deal through your HubSpot pipeline stages, and the corresponding quote status updates back in Simpro. When the deal closes, the quote can be converted to a job in Simpro with the HubSpot history attached, so the office team starts work with the full sales context rather than a screenshot.

To make the lifecycle visible from either system, the integration adds a HubSpot URL field directly inside the Simpro quote, so anyone looking at the Simpro side can jump straight to the deal in HubSpot. The same works in reverse: Simpro-specific fields appear on the HubSpot deal so sales can see exactly what was quoted.

How a lead becomes a job

The integration is most powerful when you think of it as a lifecycle, not a sync. The flow that Mark walked through on the demo:

1. A new lead lands in HubSpot. Qualify it the way you already do, convert it to a contact, and associate it with a company.
2. Create the quote in Simpro (or trigger creation from HubSpot, depending on your setup). The customer and contact sync automatically.
3. The quote appears as a deal in HubSpot. Manage the deal in HubSpot: nurture sequences, follow-up reminders, stage changes, all the things HubSpot is built for.
4. When the deal moves stages in HubSpot, the corresponding quote stage updates in Simpro through your configured status pairing (more on this below).
5. When the deal is won, convert the quote to a job in Simpro. The full HubSpot history travels with it, so operations start with the right context.

That’s the shape of the lifecycle. Each step happens in the system designed for it, and the integration keeps everything in step.

Configuration: status pairing, sites, and custom fields

The integration is configured at setup, not at runtime, which keeps day-to-day use simple.

The main configuration step is status pairing. You map each Simpro quote status to a HubSpot deal stage. When a status changes in one system, the other follows. This is what lets your sales pipeline in HubSpot stay accurate without anyone updating it manually.

Field pairing covers the rest. Standard fields like name, address, email, and phone pair automatically. Any custom field you’ve added in either system can be paired during setup, so the integration matches your existing data model rather than forcing you to change it.

One caveat worth flagging upfront: site-level data flow (linking a quote to a specific HubSpot site record) depends on which HubSpot license tier you’re on, and may require a small piece of custom development. If sites matter to your workflow, mention it during the discovery call, and we’ll scope it.

What changes for end users

This is the most underrated part of the integration: nothing.

Your sales team keeps using HubSpot. Your office team keeps using Simpro. Nobody logs into the SyncEzy portal as part of their daily work. The sync runs in the background, and the data is just there.

That matters more than it sounds. Most integration projects fail at the change-management step, not the technical step. If your sales reps need to learn a new tool for the integration to work, you’ve added work, not removed it.

How often does it sync

Worth knowing: the sync runs every 30 minutes, on the half hour. It is not instantaneous. Save a change in either system, and it picks up at the next sync window. For 99% of workflows, that’s invisible, but it’s worth knowing the rhythm so nobody is staring at the other system three seconds after a save, wondering why nothing has updated.

If you need to move something faster, there’s a force-sync option on individual records: a button on the deal or quote that pushes it through immediately without waiting for the next window.

Security and support

SyncEzy is SOC 2 Type II certified, and the data transfer between systems uses the CASB-II protocol. For most teams going through procurement or IT review, that’s enough to clear the security questionnaire. If your security team has specific questions about data residency, encryption, or audit trails, we have answers ready and can walk through them on a call.

Support runs 24/5, from Monday morning in New Zealand through to Friday close of business in the US. The fastest channel is live chat inside the SyncEzy portal. If a question can’t be resolved in a couple of messages, we drop a meeting link into the chat and jump on a screen-share with you to work through it together.

Questions we get most often

Two questions came up during the live Q&A, and a couple more come up almost every time on discovery calls. Short answers:

If I add a new contact in HubSpot, does it sync back to Simpro?
Yes. The most common direction is information starting in Simpro and flowing to HubSpot, but if you add a contact in HubSpot, that contact will sync across to Simpro at the next sync window, as long as it’s associated with a company that already exists in both systems.

What triggers the sync?
A save event in either system. When you hit save on a customer, contact, quote, or deal, that record gets flagged for the next sync window. We pick up flagged changes every 30 minutes and move them across.

Will my HubSpot leads sync into Simpro, or only contacts and customers?
Leads stay in HubSpot. Simpro doesn’t have a “leads” concept; it has customers. You qualify the lead in HubSpot, and when you’re ready to send a quote or open a job, that’s when the contact and company sync over as a Simpro customer. This actually keeps Simpro cleaner: no unqualified prospects cluttering up your customer list.

How does the integration handle duplicates?
We dedupe on a unique identifier you pick during setup, usually an email for contacts and a company name (or a custom ID) for companies. If the integration sees a HubSpot company that matches an existing Simpro customer, it updates the record rather than creating a duplicate. If your data is already messy, we can run a cleanup pass before going live.

Watch the recording, or skip ahead

The recording walks through everything above with a live demo, a real customer example (North Shore Primary School, an automatic gate installation quote), and a look at the pairing configuration screens:

▶ Watch the replay

If you’d rather skip the demo and talk to someone about how this would fit your specific setup, a 15-minute discovery call is the fastest path:

Book a discovery call