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In 2025, PostgreSQL HubSpot CRM integration is critical for eliminating silos, reducing duplicate data, and enabling real-time decisions. With two-way sync, updates in HubSpot instantly reflect in PostgreSQL and vice versa, so sales, marketing, and operations always work with accurate information.
This guide explains how to set up, optimize, and scale a reliable integration.
Two-way sync is a method that allows data to move in both directions between systems. This means updates in one system appear in the other and vice versa, keeping records consistent.
This article focuses on how to set up and maintain a two-way sync between HubSpot and PostgreSQL in 2025. It covers methods, steps, best practices, and common issues involved in this type of integration.
HubSpot is a cloud-based customer relationship management (CRM) platform used to manage sales, marketing, and customer service activities. PostgreSQL is an open-source relational database used to store and query structured data.
Key business benefits:
For example, a software company might sync customer information from HubSpot to PostgreSQL to combine it with product usage data. This gives them a complete view of how customers interact with both sales teams and their product.
There are three main ways to connect HubSpot with PostgreSQL, each with different technical requirements:
In 2025, Stacksync stands out by offering real-time, bi-directional sync with sub-second latency, something tools like Fivetran or Zapier can’t fully deliver (Fivetran itself clarifies it focuses on ELT pipelines into a destination, not bi-directional sync
The simplest method involves exporting data files from HubSpot and importing them into PostgreSQL.
To export from HubSpot:
To import into PostgreSQL, use the COPY command (explained in the PostgreSQL COPY documentation)
COPY contacts FROM '/path/to/file.csv' DELIMITER ',' CSV HEADER;
This approach works for occasional updates but becomes time-consuming if done frequently. It also lacks automation, requiring someone to manually perform each export and import.
For more automated syncs, developers can write code that connects directly to HubSpot's API to retrieve data and insert it into PostgreSQL.
A simple Python example might look like:
import requests
import psycopg2
# Get data from HubSpot
headers = {"Authorization": "Bearer YOUR_TOKEN"}
response = requests.get("https://api.hubapi.com/crm/v3/objects/contacts", headers=headers)
contacts = response.json()["results"]
# Connect to PostgreSQL and insert data
conn = psycopg2.connect("dbname=mydatabase user=myuser")
cursor = conn.cursor()
for contact in contacts:
cursor.execute(
"INSERT INTO contacts (id, email, firstname) VALUES (%s, %s, %s)",
(contact["id"], contact["properties"]["email"], contact["properties"]["firstname"])
)
conn.commit()
This method requires programming skills but offers more control over what data syncs and when.
ETL (Extract, Transform, Load) tools provide ready-made connectors for both HubSpot and PostgreSQL. These tools handle the technical details of connecting systems, mapping fields, and scheduling regular updates.
Popular options include:
These platforms typically offer user-friendly interfaces where you can select which HubSpot objects to sync, map fields to PostgreSQL columns, and set up automatic sync schedules.
Two-way sync (bidirectional synchronization) means changes in either system update the other system automatically. This differs from one-way sync, where data flows in only one direction.
How two-way sync works:
Setting up two-way sync requires:
For HubSpot and PostgreSQL, this typically involves:
Setting up a sync between HubSpot and PostgreSQL involves several key steps:
Schema mapping means matching HubSpot fields to PostgreSQL columns. This tells the sync process which pieces of data correspond to each other.
For example, you might map:
When creating this mapping, pay attention to data types. A date in HubSpot needs to map to a date type in PostgreSQL, not a text field.
To access HubSpot data programmatically, you'll need authentication credentials. HubSpot offers several options (see HubSpot’s deprecation notice on API keys and shift to OAuth)
API Key: A simple string that grants access to your HubSpot account. Easy to set up but less secure for production use.
OAuth: A more secure protocol that grants specific permissions and can be revoked if needed. Better for production environments.
For PostgreSQL, you'll need:
Always store these credentials securely, not in code files.
With mapping and authentication in place, the next step is moving the actual data. This happens in two main ways:
Full sync: Copies all data from source to destination. Good for initial setup but inefficient for ongoing updates.
Incremental sync: Only copies records that have changed since the last sync. More efficient but requires tracking what's changed.
For HubSpot to PostgreSQL, incremental sync typically uses:
Even well-designed syncs encounter problems. Common issues include:
A robust sync process includes:
When both systems can change the same data, conflicts inevitably arise. For example, a sales rep might update a contact's phone number in HubSpot while a database admin corrects the same field in PostgreSQL.
How to Handle Conflicts in PostgreSQL HubSpot CRM Integration
Document rules clearly to avoid confusion across teams.
Whatever strategy you choose, document it clearly so everyone knows which system to update for specific types of data.
When syncing sensitive customer data between systems, security becomes paramount.
Key security considerations:
For data integrity, implement these safeguards:
Many organizations encounter similar challenges when setting up HubSpot to PostgreSQL syncs.
Problem: The same contact appears multiple times in either system.
Solution: Establish a unique identifier (usually email for contacts, domain for companies) and use "upsert" operations (update if exists, insert if not) rather than always inserting.
Problem: Adding custom properties in HubSpot or columns in PostgreSQL breaks the sync.
Solution: Design your sync to detect schema changes and either adapt automatically or notify administrators. Make schema changes in a controlled manner, updating the sync configuration accordingly.
Problem: HubSpot limits how many API calls you can make per day.
Solution: Implement these strategies to work within limits:
Successful HubSpot to PostgreSQL synchronization depends on thoughtful planning and implementation. The most effective integrations:
In 2025, a robust PostgreSQL HubSpot CRM integration is no longer optional—it’s the backbone of unified operations. The best integrations deliver:
Traditional ETL pipelines or manual scripts can’t match this.
Tools like Stacksync offer a faster, enterprise-ready solution, replacing brittle custom code with reliable, no-code real-time sync.
Synchronization frequency depends on how quickly you need updated data and your API limits. Most organizations sync contact and company data several times per day, while high-volume or time-sensitive data might sync hourly or in near-real-time using webhooks.
When your PostgreSQL schema changes (adding, removing, or modifying columns), you'll need to update your sync configuration to match. Without updates, new fields won't sync, and removed fields may cause errors. Most ETL tools allow you to modify field mappings without starting over.
Yes, most sync solutions allow filtering to synchronize only specific records. You can filter based on HubSpot properties like record creation date, lifecycle stage, or any custom property. This helps manage data volume and focus on the most relevant records for your database.
Yes, with platforms like Stacksync you can set up sub-second two-way sync using a no-code interface.
PostgreSQL supports advanced queries, JSON handling, and stronger indexing, making it better for complex HubSpot CRM reporting.
Custom scripts cost months of engineering. No-code sync tools start at ~$1,000/month, scaling with records.
Yes, most ETL tools (and Stacksync) support initial bulk loads before switching to incremental sync.
Logistics, SaaS, and energy firms rely on it for real-time operations and customer visibility
