HubSpot Integration

Overview

The ExemptHQ HubSpot integration syncs exemption certificate status into your HubSpot CRM. Once connected, you can:

• See which companies have active, expired, or pending exemption certificates directly on their company records
• View certificate details in the ExemptHQ sidebar card on any company record
• Trigger certificate requests from HubSpot workflows
• Let ExemptHQ handle the certificate intake, AI validation, and lifecycle management while HubSpot stays automatically up to date

1. Connect HubSpot

1. Log in to your ExemptHQ account as an admin or owner
2. Navigate to Systems Hub from the left sidebar
3. Find HubSpot in the integrations list and click Connect
4. You'll be redirected to HubSpot to authorize the connection. Select the HubSpot account you want to connect.
5. Grant the requested permissions and click Connect app
6. You'll be redirected back to ExemptHQ with a confirmation that HubSpot is connected

ExemptHQ automatically provisions custom properties on your HubSpot account during connection. This is a one-time operation and does not modify any existing data.

2. Company Properties

After connecting, ExemptHQ creates a property group called ExemptHQ Certificates on your HubSpot Company objects with the following properties:

These properties are updated automatically whenever a certificate is activated, revoked, expired, or a new request is created in ExemptHQ.

3. Sidebar Card

ExemptHQ adds a sidebar card to your HubSpot Company records that shows the current exemption status at a glance. To add it to your view:

1. Open any Company record in HubSpot
2. Click Customize in the top-right corner of the record
3. In the right sidebar section, click Add cards
4. Find ExemptHQ Status and add it
5. Click Save to apply the layout

The card shows certificate status, expiration date, covered states, and includes a Request Certificate button to trigger a new certificate request directly from HubSpot.

4. Workflow Actions

ExemptHQ provides a custom workflow action called Request Exemption Certificate that you can use in HubSpot Company-based workflows to automatically request certificates from your customers.

Enable Workflow Actions

Before using workflow actions, you must enable them in ExemptHQ:

1. In ExemptHQ, go to Systems Hub
2. Under Sync Settings, set HubSpot Workflow Actions to Enabled
3. Click Save

When enabled, HubSpot workflow enrollments can send outbound certificate request emails to customers. Make sure your workflow enrollment filters are correctly configured before enabling.

Create a Workflow

1. In HubSpot, go to Automation → Workflows
2. Create a new Company-based workflow
3. Set your enrollment trigger (e.g., "Sales Tax Exempt? is equal to True")
4. Add an action and select Request Exemption Certificate under the ExemptHQ section
5. Optionally select an Exemption Type (Resale, Government, Non-Profit, or Other)
6. Turn on the workflow

What Happens

When a company is enrolled in the workflow:

1. ExemptHQ finds or creates a customer record for the company
2. ExemptHQ looks up the primary contact associated with the company in HubSpot
3. A certificate request email is sent to that contact
4. The contact uploads their certificate through the secure link in the email
5. ExemptHQ's AI validates the certificate and provides instant feedback (accepted or rejected with reason)
6. The company's HubSpot properties are automatically updated with the new status

The workflow action returns a Request Status output field (created, already_exists, or failed) that you can use for branching logic in your workflow.

5. How Syncing Works

ExemptHQ is the source of truth for all exemption data. HubSpot properties are a read-only reflection of what's in ExemptHQ.

• Automatic sync: When a certificate is activated, revoked, expired, or renewed in ExemptHQ, the corresponding HubSpot company properties are updated automatically.
• Any source: Syncing works regardless of how the certificate entered ExemptHQ — via HubSpot workflow, email request, Shopify widget, API, or manual upload.
• One-way: Changes in HubSpot do not flow back to ExemptHQ. To change exemption status, use ExemptHQ directly.

6. Disconnecting

To disconnect HubSpot from ExemptHQ:

1. Go to Systems Hub in ExemptHQ
2. Click Disconnect next to HubSpot

Disconnecting stops all syncing. Your ExemptHQ data is not affected. The custom properties created in HubSpot remain but will no longer be updated. You can reconnect at any time.

Need Help?

If you have questions or run into issues with the HubSpot integration, contact us at support@exempthq.com.