ranbot-ai/hubspot-automation

HubSpot CRM Automation via Rube MCP

Automate HubSpot CRM workflows including contact/company management, deal pipeline tracking, ticket search, and custom property creation through Composio's HubSpot toolkit.

Prerequisites

• Rube MCP must be connected (RUBE_SEARCH_TOOLS available)
• Active HubSpot connection via RUBE_MANAGE_CONNECTIONS with toolkit hubspot
• Always call RUBE_SEARCH_TOOLS first to get current tool schemas

Setup

Get Rube MCP: Add https://rube.app/mcp as an MCP server in your client configuration. No API keys needed — just add the endpoint and it works.

1. Verify Rube MCP is available by confirming RUBE_SEARCH_TOOLS responds
2. Call RUBE_MANAGE_CONNECTIONS with toolkit hubspot
3. If connection is not ACTIVE, follow the returned auth link to complete HubSpot OAuth
4. Confirm connection status shows ACTIVE before running any workflows

Core Workflows

1. Create and Manage Contacts

When to use: User wants to create new contacts or update existing ones in HubSpot CRM

Tool sequence:

1. HUBSPOT_GET_ACCOUNT_INFO - Verify connection and permissions (Prerequisite)
2. HUBSPOT_SEARCH_CONTACTS_BY_CRITERIA - Search for existing contacts to avoid duplicates (Prerequisite)
3. HUBSPOT_READ_A_CRM_PROPERTY_BY_NAME - Check property metadata for constrained values (Optional)
4. HUBSPOT_CREATE_CONTACT - Create a single contact (Required)
5. HUBSPOT_CREATE_CONTACTS - Batch create contacts up to 100 (Alternative)

Key parameters:

• HUBSPOT_CREATE_CONTACT: properties object with email, firstname, lastname, phone, company
• HUBSPOT_CREATE_CONTACTS: inputs array of {properties} objects, max 100 per batch
• HUBSPOT_SEARCH_CONTACTS_BY_CRITERIA: filterGroups array with {filters: [{propertyName, operator, value}]}, properties array of fields to return

Pitfalls:

• Max 100 records per batch; chunk larger imports
• 400 'Property values were not valid' if using incorrect property names or enum values
• Always search before creating to avoid duplicates
• Auth errors from GET_ACCOUNT_INFO mean all subsequent calls will fail

2. Manage Companies

When to use: User wants to create, search, or update company records

Tool sequence:

1. HUBSPOT_SEARCH_COMPANIES - Search existing companies (Prerequisite)
2. HUBSPOT_CREATE_COMPANIES - Batch create companies, max 100 (Required)
3. HUBSPOT_UPDATE_COMPANIES - Batch update existing companies (Alternative)
4. HUBSPOT_GET_COMPANY - Get single company details (Optional)
5. HUBSPOT_BATCH_READ_COMPANIES_BY_PROPERTIES - Bulk read companies by property values (Optional)

Key parameters:

• HUBSPOT_CREATE_COMPANIES: inputs array of {properties} objects, max 100
• HUBSPOT_SEARCH_COMPANIES: filterGroups, properties, sorts, limit, after (pagination cursor)

Pitfalls:

• Max 100 per batch; chunk larger sets
• Store returned IDs immediately for downstream operations
• Property values must match exact internal names, not display labels

3. Manage Deals and Pipeline

When to use: User wants to search deals, view pipeline stages, or track deal progress

Tool sequence:

1. HUBSPOT_RETRIEVE_ALL_PIPELINES_FOR_SPECIFIED_OBJECT_TYPE - Map pipeline and stage IDs/names (Prerequisite)
2. HUBSPOT_SEARCH_DEALS - Search deals with filters (Required)
3. HUBSPOT_RETRIEVE_PIPELINE_STAGES - Get stage details for one pipeline (Optional)
4. HUBSPOT_RETRIEVE_OWNERS - Get owner/rep details (Optional)
5. HUBSPOT_GET_DEAL - Get single deal details (Optional)
6. HUBSPOT_LIST_DEALS - List all deals without filters (Fallback)

Key parameters:

• HUBSPOT_SEARCH_DEALS: filterGroups with filters on pipeline, dealstage, createdate, closedate, hubspot_owner_id; properties, sorts, limit, after
• HUBSPOT_RETRIEVE_ALL_PIPELINES_FOR_SPECIFIED_OBJECT_TYPE: objectType set to 'deals'

Pitfalls:

• Results nested under response.data.results; properties are often strings (amounts, dates)
• Stage IDs may be readable strings or opaque numeric IDs; use label field for display
• Filters must use internal property names (pipeline, dealstage, createdate), not display names
• Paginate via paging.next.after until absent

4. Search and Filter Tickets

When to use: User wants to find support tickets by status, date, or criteria

Tool sequence:

1. HUBSPOT_SEARCH_TICKETS - Search with filterGroups (Required)
2. HUBSPOT_READ_ALL_PROPERTIES_FOR_OBJECT_TYPE - Discover available property names (Fallback)
3. HUBSPOT_GET_TICKET - Get single ticket details (Optional)
4. HUBSPOT_GET_TICKETS - Bulk fetch tickets by IDs (Optional)

Key parameters:

• HUBSPOT_SEARCH_TICKETS: filterGroups, properties (only listed fields are returned), sorts, limit, after

Pitfalls:

• Incorrect propertyName/operator returns zero results without errors
• Date filtering may require epoch-ms bounds; mixing formats causes mismatches
• On