HubSpot CRM is a customer relationship management software that helps businesses organize, track, and manage customer interactions and sales pipeline efficiently. It offers features like contact management, email tracking, deal tracking, and integrations to streamline sales operations.
HubSpot CRM makes it easy to organize, track, and grow your sales pipeline. It automates the tasks salespeople hate. That means closing more deals with less work.
With Databox, your most important HubSpot CRM KPIs will be transformed into meaningful insights and delivered to your mobile, Apple Watch, TV display or Slack channels. One of the key benefits of Databox is the ability to combine multiple data sources in one place. This will help your team stay on top of the important metrics in a more efficient way than we ever thought possible.
Custom reports available with the use of Databox Metric Builder.
Learn more about the integrations
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HubSpot CRM Metric Builder (Companies tab) allows you to use Custom Company Properties with a combination of metrics and dimensions to create Custom metrics.
Which Custom Company Property field will be available in Metric Builder is dependent on the type of property that is set in HubSpot. Numerical properties (i.e. store values) can be used in the Metric field. Checkboxes, Yes/ No Answers, Dropdowns, or other String properties can be used in the Dimension field or in the Filter. Date properties can be used in the Date Field.
Custom Company Property type ‘File Upload’ is not supported in this Metric Builder.
HubSpot CRM data is synced in the time zone set in the HubSpot Account. For example, if your HubSpot Account time zone is set as EST, your HubSpot data will sync with Databox in EST.
The time zone of the Data Source can be changed either directly within your HubSpot account or in Databox at the Data Source level. IMPORTANT: Changing the time zone for a Data Source will result in loss of any accumulated historical data for the Data Source.
In case the time zones in HubSpot and Databox do not match, you may encounter discrepancies when comparing data values between these platforms.
Additionally, certain resources in HubSpot, such as logged sales activities, record timelines, and property history rely on the user’s browser timezone. If this differs from the time zone set in the HubSpot account, the numbers displayed in Databox will not match what is displayed in HubSpot.
Whether a deal is classified as Open (unclosed) or Closed is determined by the ‘win probability’ rather than the Stage Name. If the win probability is set to ‘lost’ or ‘won’, deals in these stages are considered closed. For all other win probability options (expressed in percentages), the deal is regarded as open in terms of data sent via API. It is possible for a stage not to include ‘lost’ in its name, yet if the win probability is set to ‘lost’, all deals in that stage are considered ‘lost’.
To ensure that deals for the missing stage are recognized as open, verify the ‘win probability’ label in the Deal settings in HubSpot.
Metrics attributed by owner will not be synced if the owner’s information is incomplete in HubSpot. Specifically, records lacking both a Name and Surname for the owner will not be included. If an owner only has an email set up, their metrics will not be pulled. Ensure that the missing owner’s profile in HubSpot includes both name and surname fields. Once these fields are properly configured, the metrics will display the respective owner.
Other observations can be related to this behavior:
The HubSpot integrations (HubSpot CRM, HubSpot Marketing and HubSpot Service) are subject to API rate limits. These limits, set by HubSpot, allow for 100 requests every 10 seconds and a maximum of 250,000 requests per day, enforced at the HubSpot account level, regardless of the subscription plan. These limitations apply to all HubSpot metrics.
Additionally, distinct rate limits are in place for Search API endpoints, which cap them at 4 requests per second. This limitation applies to accessing Deals, Engagements, and Companies objects within the Metric Builder.
When these limits are hit in the process of syncing data from HubSpot, designated error messages are displayed in Databox and syncing of data is not possible until the period for which the limit was hit expires.
In HubSpot, it is not possible to create a Pipeline or Deal Stage with the same name in the (each name must be unique), but it is possible to create a Deal, Email, or Blog post with the same name, which means that potentially duplicate values may show up in Databox for the following metrics (examples):
Latest Deal Amount by Name Closed Won Deals by Deal Name Latest Deal by Name
For instance, if two deals with identical names were created on the same day, we’ll combine their values. However, if they were created on different days, we’ll display only the latest deal (for ‘Latest Deal Amount by Name’), or sum their values (for ‘Closed Won Deals by Deal Name’).
Due to API limitations, hourly granularity (showing data by hours) is not supported for HubSpot CRM metrics. This may affect visualization options for Charts in Databox.
For example, if a HubSpot CRM metric is used on a Line or Bar Chart with ‘Yesterday’ Date Range selected, hourly data will not be displayed on the Chart. However, the Big number above the Chart will accurately reflect the metric value for the selected Date Range.
Learn more about Granularity here.
Metrics in HubSpot accounts are reporting on week data from Sunday to Saturday or Monday to Sunday, based on your location. There is no direct option to change the first day of the week within the account.
In Databox, the first day of the week is set to Sunday by default. However, you are able to change it to Monday or Saturday.
When validating weekly data in HubSpot vs Databox (e.g. looking at ‘Week to Date’, ‘This Week’ or ‘Last Week’ Date Ranges), it is important to ensure that you are comparing data for the corresponding time period, taking into account the first day of the week.
There is a contextual difference between HubSpot metrics in Databox and the Basic Reports in HubSpot. In HubSpot, the Basic Report tracks deals (or contacts) as they progress through different stages whereas Databox metrics reflect deals that were in specific stages during a particular period.
To ensure a fair comparison of metrics, Databox recommends using Custom reports in HubSpot. By filtering data based on lifecycle stage (or other dimensions), Custom reports in HubSpot will display metrics that align contextually with those in Databox. Therefore, when comparing these metrics, it is best to use Custom reports in HubSpot rather than relying on the Basic Report.
If there are multiple currencies used in the HubSpot account, the ‘Amount’ metrics (e.g. ‘All Deals Amount’, ‘New Deals Created Amount’, ‘Closed Won Amount by Owner’, etc.) will provide the value used in the deal without specifying the currency symbol. However, by default all basic Amount-related metrics will be shown with a $ currency unit. This can be modified to a different unit using format settings.
Companies that use multiple currencies can create custom metrics using Metric Builder for HubSpot CRM using the ‘Amount in Company Currency’ metric, which will return all values already converted into the currency set as the company currency in HubSpot.
Yes, Custom Contact, Custom Company and Custom Deal Properties are accessible in Databox using the Metric Builder for ‘HubSpot CRM’ or ‘HubSpot Marketing’. Additionally, you can designate one custom property as a basic metric for HubSpot CRM Companies by Custom Field. More information on this is available in the dedicated Help article.
Multiple Custom Properties that you want to report on can be created with Metric Builder for HubSpot integrations. Depending on the location of the property (Contact, Company or Deal object), you can select the custom property under the dimension or date field within the Metric Builder.
The metric ‘Latest Deal by Name’ tracks the name of the most recent deal (dimension) since the creation date (value), so the expected values for the metric are ‘x days ago, x hours ago’. However, if there are multiple deals with the same name (duplicates), the values for these deals will be summed up – causing the overall to be displayed in years, which is exaggerated. The solution here is to rename the duplicate deals and make sure that no two deals have the same name.
This error occurs in the Metric Builder when the HubSpot account contains a large amount of data. In such cases, the API response may take a significant amount of time to sync the large volume of data. If the time to retrieve data exceeds 2 minutes, the query will time out, resulting in the ‘Data Preview Error.’
A workaround for creating metrics is to preview the data with a shorter Date Range, such as ‘Today’ or ‘Yesterday.’ By default, the Metric Builder uses the ‘Month to Date’ Date Range. Before clicking ‘preview data,’ switch the Date Range to ‘Today’ to reduce the amount of data (since less data needs to be synced for a shorter Date Range), which will allow you to fetch your data faster. Once the data loads in the preview, save the Metric, and then you can use it on a Databoard with a preferred Date Range. The rest of the data will sync through standard, scheduled syncs.
Alternatively, you can save the metric without shortening the Date Range. If the preview takes longer than usual, a clickable ‘Save’ button will appear, allowing you to save the metric and use it on a dashboard without waiting for the preview results. The rest of the data will sync through standard, scheduled syncs.
Inverted metrics (metrics where a low value indicates positive development and a high value indicates negative development):
Average Time to Close Deal Average Time to Close Deal by Pipeline Closed Lost by Owner Deals Closed Lost Deals Lost by Pipeline
No reset metrics (metrics that are not reset to value 0 with every new day):
Average Time to Close Deal Average Time to Close Deal by Pipeline Total Contacts (marketing)
Non-Aggregatable metrics (due to the nature of these metrics, summing daily/weekly/monthly values will not give correct results for longer time periods):
Average Time to Close Deal Average Time to Close Deal by Pipeline Open Deals Amount by Stage by Pipeline Closed Deals Amount by Stage by Pipeline Closed Won Deals by Deal Name Open (Unclosed) Deals by Pipeline Open (Unclosed) Deals by Stage by Pipeline Total Revenue by Company Total Contacts (marketing)