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Kickoff-Checklist

4 min read

🚀 Kwikly - Instantly.ai to HubSpot Integration

Welcome

This checklist guides you through every step needed to get your integration off the ground. We’ll move through platform access, data integration, testing, and deployment.

File Location

This file is saved in: 💼 Clients/💼 Kwikly/🚀 Projects/Instantly-HubSpot-Integration/📄 Documents/Kickoff-Checklist.md

📞 Kickoff Call Transcript

Date: February 11, 2026 Participants: Pouria Nastaean (Kwikly), Alex De Gracia (Everyday Workflows) Duration: ~8 minutes

Key Discussion Points:

Project Goal:

  • Sync Instantly.ai email activity to HubSpot
  • Update “last contacted” field when emails are sent
  • Log incoming responses in HubSpot
  • Maintain exclusion list automatically
  • Mark opt-outs in HubSpot

Technical Requirements:

  • Instantly.ai: Hypergrowth plan ($97/mo) - webhooks enabled ✓
  • HubSpot: CRM platform
  • n8n: Self-hosted instance (managed by CTO)
  • Email volume: 1,500-3,000 emails/day

Timeline:

  • Requested completion: 48 hours
  • Decision deadline: End of day Feb 11, 2026 (~5pm Central)
  • Client evaluating multiple vendors

Technical Approach:

  • Webhook-based triggers from Instantly.ai
  • n8n as middleware/intermediary
  • HubSpot API for data updates
  • No additional subscription costs (self-hosted n8n)

Alternative Considered:

  • Outbound Sync platform (subscription-based)
  • Would handle exclusion list + log replies
  • Alex’s solution: Same functionality, no recurring subscription

✅ Phase 1: Project Agreement & Scope

  • Kickoff call completed — Date: 2026-02-11
  • Project scope finalized — Goal: Sync Instantly.ai email activity to HubSpot via n8n webhooks
  • Timeline confirmed — Start Date: TBD, Target: 48 hours from start
  • Budget agreed — Amount: TBD
  • Key contact assigned — Name: Pouria Nastaean, Email: TBD

Project Summary

Core Requirements:

  1. Update HubSpot “last contacted” field when emails sent from Instantly.ai
  2. Log incoming email responses in HubSpot
  3. Automatically maintain exclusion list (prevent duplicate outreach)
  4. Mark opt-outs in HubSpot with specific status

Technical Stack:

  • Instantly.ai (Hypergrowth plan - webhooks enabled)
  • n8n (self-hosted) - middleware
  • HubSpot - CRM

Volume: 1,500-3,000 emails/day

🔐 Phase 2: Platform Access & Permissions

Access needed to complete integration

  • HubSpot Access

    • API key/credentials provided
    • Permissions verified (read/write contacts, custom fields)
    • Staging/sandbox environment available (or production with NDA)

  • Instantly.ai Access

    • Webhook configuration access
    • API credentials (if needed)
    • Hypergrowth plan confirmed

  • n8n Access

    • Access to self-hosted instance
    • Credentials from CTO
    • Deployment permissions

Security Note

All credentials stored securely. NDA available if working in production HubSpot environment.

📊 Phase 3: Data Setup & Integration

Integration build and testing

  • Webhook Configuration

    • Instantly.ai webhooks configured (email sent, reply received, opt-out)
    • n8n webhook endpoints created
    • Test webhook delivery confirmed

  • n8n Workflow Development

    • Email sent → Update HubSpot “last contacted”
    • Reply received → Log in HubSpot
    • Opt-out → Update HubSpot status + add to exclusion list
    • Contact created in HubSpot → Add to Instantly exclusion list
    • Error handling and logging implemented

  • HubSpot Configuration

    • Custom field created (if needed): “Last Instantly Email”
    • Opt-out status field confirmed
    • Contact lookup logic tested

  • Testing

    • Send test email from Instantly → Verify HubSpot update
    • Reply to test email → Verify HubSpot logging
    • Opt-out test → Verify status update + exclusion
    • Volume test with sample data
    • Error scenarios tested

Go-Live Readiness

Once all tests pass, ready for production deployment.

📑 Phase 4: Legal & Contract

Agreements to execute

  • Service Agreement sent — Review period: TBD
  • Service Agreement signed — Date: TBD
  • NDA signed — Date: TBD (if working in production)
  • Scope of Work signed — Date: TBD
  • Copies securely stored — Both parties have originals

🚀 Phase 5: Deployment & Handoff

  • Production deployment — Workflows activated
  • Monitoring setup — Error alerts configured
  • Documentation delivered — Workflow diagrams, field mappings
  • Training session — Team walkthrough of system
  • Support handoff — Ongoing support terms defined

📋 Outstanding Tasks

  • Await client decision (expected by 5pm Central, Feb 11, 2026)
  • Confirm n8n hosting type with CTO (cloud vs self-hosted)
  • Define exact HubSpot field for “last contacted” update
  • Clarify exclusion list sync direction (bidirectional or one-way)
  • Determine if logging outbound emails is required (in addition to inbound)

📞 Key Contacts

  • Client Lead: Pouria Nastaean — Email: TBD
  • Technical Contact: CTO (name TBD) — Manages n8n instance
  • Our Account Lead: Alex De Gracia — alex@everydayworkflows.com

🎯 Success Metrics

By the end of this project, Kwikly will have: ✓ Automatic HubSpot updates when Instantly.ai emails are sent ✓ All email replies logged in HubSpot ✓ Automatic exclusion list maintenance (no duplicate outreach) ✓ Opt-outs properly marked in HubSpot ✓ No additional subscription costs (vs. Outbound Sync alternative) ✓ Scalable solution handling 1,500-3,000 emails/day

Let’s build something great! 🚀

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