HubSpot CRM Integration

Connect your HubSpot account to manage contacts, deals, companies, and pipelines directly from OpenCharts. Use Theo AI to search your CRM, update deal stages, create records, and visualize your sales pipeline — all from chat.

Why Connect HubSpot?

Search contacts, deals, and companies from chat
Visualize your pipeline as flowcharts and tables
Ask Theo to summarize CRM data in natural language
Create records and update stages without leaving OpenCharts
Pull company data for proposals, decks, and notes
Track deals through every pipeline stage

Prerequisites

  • A HubSpot account (free CRM tier or higher — all API endpoints work on the free tier)
  • A HubSpot Developer App with OAuth credentials (Client ID and Client Secret)
  • Super Admin or Marketplace Access permissions in the target HubSpot portal
If you're connecting a personal HubSpot account you already own, the setup takes about 2 minutes. You don't need a paid HubSpot plan.

Connecting HubSpot

Step 1 — Open the connector

Go to Skill Store → Flow Connectors → HubSpot and click Connect.

Step 2 — Authorize with HubSpot

You'll be redirected to HubSpot's OAuth consent screen. Select the HubSpot portal you want to connect, review the permissions, and click Grant access.

Step 3 — Pick a deal pipeline

After authorization, the setup wizard fetches your deal pipelines from HubSpot. Select the pipeline you use most — this becomes the default for new deals created via Theo.

Step 4 — Done

Your HubSpot account is now connected. The HubSpot CRM Assistant skill is automatically available in Theo AI Chat.

Permissions Granted

OpenCharts requests the minimum scopes needed for full CRM management:

Contacts— Read & Write
Deals— Read & Write
Companies— Read & Write
Deal Schemas— Read (pipelines & stages)
Contact Schemas— Read (properties)

We never access marketing emails, workflows, billing, or any data outside your CRM objects.

What You Can Do

Contacts

  • • List all contacts with name, email, company, phone, and lifecycle stage
  • • Get full details for any contact by ID
  • • Create new contacts with email, name, company, and phone
  • • Update existing contact fields (name, company, lifecycle stage, etc.)
  • • Search contacts by any property — email, company, lifecycle stage, city

Deals

  • • List all deals with name, amount, close date, stage, and owner
  • • Create new deals in any pipeline and stage
  • • Move deals through pipeline stages
  • • Update deal amounts, close dates, and descriptions
  • • Search deals by stage, amount range, owner, or close date

Companies

  • • List companies with name, domain, industry, size, and revenue
  • • Get detailed company profiles
  • • Create new companies with domain, industry, and location

Pipeline & Analysis

  • • View all pipelines and their stages
  • • List HubSpot owners (sales reps) for assignment
  • • Generate pipeline visualizations as flowcharts
  • • Get summary tables of deals grouped by stage, owner, or amount
  • • Create notes with pipeline analysis and revenue insights

Using HubSpot from Theo Chat

Once connected, Theo automatically activates the HubSpot CRM Assistant skill when it detects CRM-related keywords. Just type naturally:

"Show me my HubSpot contacts" → Lists contacts in a table
"List all deals over $10,000" → Searches deals by amount
"Give me a pipeline overview" → Flowchart + summary table + notes
"Create a contact for jane@acme.com" → Creates the contact in HubSpot
"Move deal #123 to Closed Won" → Updates the deal stage
"Search for companies in the tech industry" → Filtered company list
"Who are the sales reps on my team?" → Lists HubSpot owners
Theo outputs CRM data as interactive tables, flowcharts, and notes — not just text. You can pin these artifacts and reference them later.

Token Management

HubSpot access tokens expire every 30 minutes. OpenCharts automatically refreshes tokens before they expire — you don't need to re-authorize. If a token refresh fails (e.g., you revoked access in HubSpot), you'll see a reconnection prompt in the Skill Store.

Disconnecting

Go to Skill Store → Flow Connectors → HubSpot and click Disconnect. This revokes the stored OAuth token. Your HubSpot data is never copied or stored in OpenCharts — disconnecting simply removes the API access.

You can also revoke access from HubSpot at Settings → Integrations → Connected Apps.

Troubleshooting

"No credentials found" error when using HubSpot from chat

Your HubSpot connection may have expired. Go to Skill Store → Flow Connectors → HubSpot and click Reconnect.

Pipeline picker is empty during setup

Make sure the HubSpot account has at least one deal pipeline configured. Free CRM accounts include a default pipeline.

"Insufficient scopes" error

If you connected before the latest update, you may need to disconnect and reconnect to grant the new company and schema scopes.

Search returns no results even though records exist

HubSpot's search API only indexes certain properties. Make sure you're searching by a supported property (email, company, dealname, amount, etc.).

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