Action-Items

Action Items - Instantly.ai to HubSpot Integration

🔥 High Priority (Awaiting Decision)

• Await client decision on vendor selection 📅 2026-02-11 priority
• If selected: Request HubSpot access (API key, staging/production environment)
• If selected: Request Instantly.ai webhook configuration access
• If selected: Request n8n instance access from CTO
• If selected: Sign NDA (if working in production HubSpot)

📋 Pre-Development (Pending Client Selection)

• Confirm n8n hosting type with CTO (cloud vs self-hosted)
• Define exact HubSpot field for “last contacted” update
• Clarify if logging outbound emails is required (in addition to inbound)
• Determine exclusion list sync direction (bidirectional or one-way)
• Identify HubSpot contact statuses that trigger exclusion (signed up, called in, etc.)
• Check HubSpot API rate limits for client’s tier
• Document existing HubSpot custom fields and properties

🛠 Development Tasks (48-hour Timeline)

Phase 1: Setup & Configuration (4-6 hours)

• Access all platforms (HubSpot, Instantly, n8n)
• Review HubSpot data structure and fields
• Review Instantly.ai webhook documentation
• Set up n8n development environment (if not using production)
• Create test contacts in HubSpot
• Configure test webhooks in Instantly.ai

Phase 2: Workflow Development (12-16 hours)

• Workflow 1: Email sent → Update HubSpot “last contacted”

  • Create n8n webhook endpoint
  • Configure Instantly webhook to trigger on email sent
  • Parse webhook payload
  • Lookup HubSpot contact by email
  • Update last contacted field
  • Add error handling
  • Test with sample data

• Workflow 2: Reply received → Log in HubSpot

  • Create n8n webhook endpoint
  • Configure Instantly webhook to trigger on reply
  • Parse reply data
  • Lookup HubSpot contact
  • Create email engagement/activity
  • Update last contacted field
  • Add error handling
  • Test with sample data

• Workflow 3: Opt-out → Update HubSpot + Exclusion list

  • Create n8n webhook endpoint
  • Configure Instantly webhook to trigger on opt-out
  • Parse opt-out data
  • Lookup HubSpot contact
  • Update opt-out status field
  • Add to Instantly exclusion list
  • Add error handling
  • Test with sample data

• Workflow 4: HubSpot contact update → Exclusion list

  • Create HubSpot webhook/polling trigger
  • Filter contacts by exclusion criteria
  • Add to Instantly exclusion list
  • Stop active sequences (if applicable)
  • Add error handling
  • Test with sample data

Phase 3: Testing & Validation (8-12 hours)

• End-to-end test: Send email from Instantly → Verify HubSpot update
• End-to-end test: Reply to email → Verify HubSpot logging
• End-to-end test: Opt-out → Verify status + exclusion
• End-to-end test: Create HubSpot contact → Verify exclusion
• Volume test with 100+ sample emails
• Error scenario testing (invalid email, missing contact, API failures)
• Performance test (webhook processing time)
• Data accuracy validation (compare Instantly vs HubSpot)

Phase 4: Documentation & Handoff (4-6 hours)

• Create workflow diagrams (visual documentation)
• Document field mappings (Instantly ↔ HubSpot)
• Write troubleshooting guide
• Create monitoring/alerting setup
• Prepare training materials for client team
• Schedule handoff/training session

Phase 5: Deployment (2-4 hours)

• Deploy workflows to production n8n
• Activate Instantly.ai webhooks in production
• Monitor initial webhook deliveries
• Verify HubSpot updates in real-time
• Set up error alerting (email/Slack)
• Final validation with client

📊 Post-Launch

• Monitor webhook delivery rate (first 24 hours)
• Check HubSpot update accuracy (first 100 emails)
• Review error logs and address issues
• Gather client feedback
• Optimize workflows based on performance data
• Schedule 1-week follow-up check-in

🔍 Questions to Resolve

• What is the exact HubSpot field name for “last contacted”?
• Should we create a custom field “Last Instantly Email” or use existing?
• What HubSpot contact statuses should trigger exclusion? (e.g., “Customer”, “Signed Up”, “Do Not Contact”)
• Is there a staging HubSpot environment available?
• What is the preferred error notification method? (Email, Slack, etc.)
• Should exclusion list sync be bidirectional or one-way?
• Are there any custom Instantly.ai fields to map to HubSpot?

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Task Management

These tasks will automatically appear in the [Master Todo List](../../../../📋 TODO/Master-Todo-List.md) via Dataview aggregation.