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Setup Guide: HubSpot via Zapier

How to connect HubSpot to LettrLabs via Zapier and trigger mail from deal, contact, or form data.

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Written by Adam Rutkowski

HubSpot connects to LettrLabs through Zapier. If you haven't set up the LettrLabs side of Zapier yet, start with Setup Guide: Zapier first; this guide picks up from there and focuses on the HubSpot-specific pieces: which HubSpot trigger to use, and how to map your fields.

Before you start

  • A LettrLabs API key and an Integration Order created for Zapier (see Setup Guide: Zapier, Steps 1–2, if you haven't done this yet).

  • A HubSpot user with Super Admin permissions — HubSpot requires Super Admin access to authorize a new Zapier connection.

  • Knowing which HubSpot event should trigger the mailing: a deal reaching a certain stage, a new contact, or a form submission are the most common starting points.

Step 1: Connect HubSpot inside Zapier

  1. In Zapier, start a new Zap and search for HubSpot as your trigger app.

  2. When prompted to connect an account, log in with your HubSpot Super Admin credentials and approve the requested scopes.

  3. Once connected, that HubSpot account is available to any future Zap — you only need to authorize it once.

Step 2: Choose your HubSpot trigger

Pick the event that should kick off the mailing. The most common ones for direct mail automations:

  • Deal Property Change (Instant) — fires when a specific property on a deal changes, such as Deal Stage. This is the right trigger for "mail when a deal closes" or "mail when a job is marked complete." Set the property to watch and the value that should fire the Zap (e.g., Deal Stage = Closed Won).

  • New Form Submission (Instant) — fires when someone submits a HubSpot form. Good for immediate, welcome-style mail to new inbound leads.

  • Contact Property Change or New Company — useful if your workflow is organized around contacts or companies rather than deals.

If you're on a custom-object setup (jobs, projects, etc. modeled as their own HubSpot object), the property-change trigger family also supports custom objects — search for your object name when picking the trigger app.

Note: some of these triggers, and custom properties/objects generally, are only available on HubSpot Professional or Enterprise plans.

Step 3: Add a LettrLabs action

Add an action step and choose the LettrLabs action that matches your goal:

  • Add Recipient to Integration Order — the most common choice. Sends the contact's name and mailing address into the Integration Order you created earlier.

  • Mail Recipients Around an Address (Radius Mail) — use this if the goal is to mail the neighbors around a job or property address, not the HubSpot contact themselves.

  • Add Recipient to Address Book — use this if you're building a reusable recipient list rather than triggering an immediate send.

Select the LettrLabs account you connected in the Setup Guide: Zapier steps, then choose the Integration Order to send to.

Step 4: Map your HubSpot fields

Map the following HubSpot contact properties to the matching LettrLabs recipient fields:

  • First name / Last name (or Company name, for a business mailing)

  • Address, City, State, Zip — HubSpot's standard contact address properties, or a custom property if your team collects address that way instead.

  • Any custom fields or variable image URLs your template uses.

Tip: HubSpot contacts created from web forms often don't include a full mailing address — most forms only ask for name and email. If your trigger is a form submission, make sure the mailing only fires for contacts that actually have an address on file, either by adding a HubSpot list/workflow filter upstream, or a Filter step in Zapier that checks the address field isn't blank.

Step 5: Test, then go live

  1. Run Zapier's test step and confirm the sample recipient shows up correctly in your LettrLabs Integration Order.

  2. Publish the Zap in Zapier.

  3. In LettrLabs, switch the automation from testing to Active — this is what actually starts printing and mailing.

What this integration does — and doesn't — cover

This integration is one-directional: it sends HubSpot data to LettrLabs to trigger a mailing. It does not currently send LettrLabs events (a mailer sent, a QR code scanned) back into HubSpot as contact notes or timeline activity. If that's something you need, reach out to our team to talk through options.

Want help picking your first HubSpot trigger, or scoping a deal-stage-triggered campaign? Reach out to our team.

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