Trello HubSpot two-way integration

How to Sync Trello Cards with HubSpot

This walkthrough details the steps required to link, or sync, Trello cards with HubSpot deals, tasks, or tickets, although similar steps and principles will apply to other Unito integrations. For the purposes of demonstrating Unito’s CRM integration, we’ll be focusing on syncing HubSpot deals to Trello card. By the end of this guide, you’ll be able to automatically turn Trello cards into HubSpot tasks, deals, or tickets and keep both in a real-time two-way sync.

Popular use cases for syncing HubSpot and Trello with a 2-way integration:

  • Delegating work to a freelance contractor without providing them access to your entire Trello board or HubSpot project;
  • Collaborating cross-functionally between teams in a CRM (HubSpot) and teams in a project management app (Trello).
  • Overseeing work from a single space, reviewing team assignments, and sharing feedback easily.

Here’s one of our HubSpot deals synced to a Trello card with Unito:

Syncing Trello cards to HubSpot with a 2-way Unito integration

Why sync HubSpot with Trello?

When teams are split between a CRM and another tool, it can be difficult to maintain visibility over day-to-day operations. Or perhaps your sales team needs quick support and doesn’t want to leave their HubSpot interface to create a Trello card. Those are times when Unito truly shines – a simple set of instructions lets you create a long-lasting two-way integration that handles those manual tasks more efficiently.

Syncing HubSpot with Trello through Unito will enable you to:

  • Add new Trello cards automatically when specific HubSpot deals/tasks/tickets are created.
  • Add new HubSpot deals/tasks/tickets automatically when specific Trello cards are created.
  • Update Trello cards and HubSpot deals automatically based on changes in the other.

The criteria for how cards, tasks, tickets or deals are created comes from the rules you choose in Unito. Typically, you tell Unito to look for specific triggers, such as labels, assignees, projects, organizations, etc. By including those triggers in your rules, you ensure that only those kinds of deals or tasks will sync between HubSpot and Trello with Unito.

Before we connect HubSpot and Trello to Unito

Ensure you have an account with the right permissions in both tools to access and modify data.

Familiarize yourself with Unito’s capabilities and limitations for each tool, as needed:

If you’re syncing deals, you may want to review our list of syncable fields between HubSpot deals and Trello cards.

Step 1.  Connect HubSpot and Trello to Unito 

Navigate to the Unito App and select +Create Flow.

On the next screen, select Start Here to connect HubSpot and Trello.

Choose the accounts you want connected to Unito. On the left-hand side below HubSpot, you’ll see a field labeled of the type. Select Deal if you’re following this guide, or task/ticket to support your own use case. See below for an example:

Connect HubSpot Trello with Unito 2-way sync tool selection

When you’re ready, click Confirm.

Step 2. Set a flow direction between HubSpot and Trello

Since the goal is to send deal information from HubSpot to an Trello card, we’ll set up a one-way flow. But, as you’ll see in Step 4, you’ll later include field mapping that allows users to send specific updates from Trello back to HubSpot.

NOTE: If we choose a two-way flow or one-way from Trello to HubSpot, we would send new Trello cards into HubSpot, which we don’t want for the purposes of this demo.

Set a flow direction between HubSpot and Trello

Step 3. Set up conditions to automate creation of Trello cards and HubSpot deals, tickets, or tasks

Now you can set up rules to determine which trigger events will send data between HubSpot and Trello. Select Add a new trigger to begin setting your rules. There can be some variability here depending on your particular setup in each tool. 

Add a few triggers to specify which deals will create matching Trello cards. See below for an example:

Set up rules between HubSpot and Trello Unito 2-way sync

Find out more about setting rules.

Step 4. Set field mappings to sync details between Trello cards and HubSpot deals, tasks, or tickets

Here, you can carefully select which details to sync between HubSpot and Trello.

When you open this screen, you’ll be asked whether you want to start setting up your mappings from scratch or let Unito map them automatically. If you choose auto-map, you’ll only have to do a quick review to make sure your custom fields have been mapped properly.

Your fields will automatically map for two-way updates, but you can adjust them as needed. With a one-way sync between fields, only the destination field will update automatically when you make changes in the source field.

Select + Add mapping, then Select a field in both HubSpot and Trello to pair two fields together. Select the gear icon to modify the values of applicable fields. 

You can view our auto-mapped fields for this demo in the example below:

Set up field mappings to keep Trello cards and HubSpot deals in sync

Any field with a cog/gear symbol can be further customized to sync various values/options within that field. In the example below, we can sync our HubSpot stages with Trello lists:

Click Confirm to proceed.

Find out more about setting field mappings.

Step 5. Save, close and launch your HubSpot to Trello flow!

And that’s it! You’ve just completed a flow between HubSpot and Trello. Congratulations!

If you’ve followed the steps above, your flow will now: 

  • Create a card in Trello as soon as our Hubspot user specifies that a deal requires additional support from other teams as specified in our rules.
  • Enable the team in Trello to support the team in Hubspot and send information back to them automatically by completing the synced cards. 
  • Enable both sides to stay in their tool of choice without submitting manual requests for information or switching back and forth between tools.

HubSpot deals will automatically become cards, and other teams can create new deals in HubSpot without leaving their work hub. Any changes made in either tool — such as adding comments and changing due dates — will be synced to the other. Everything stays in sync with no manual work.

You can potentially connect your pipeline to multiple projects, using rules to filter deals by priority, stage, or type. That way, you can dispatch work to multiple teams without any extra effort.

If you have any questions, don’t hesitate to reach out and let us know.

Learn how to duplicate this flow to suit other use cases you may have in mind.