How does email writing to HubSpot work?

Last updated: March 25, 2026

Overview

This feature allows you to sync emails sent through Unify with your HubSpot instance. This integration automatically helps keep your customer communication records up-to-date across both platforms, syncing emails without requiring specific sync nodes in your workflows.

The sync process uses a two-cycle approach (Unify → HubSpot, then HubSpot → Unify for linking). Allow up to 60 minutes for emails to appear in HubSpot after they're sent through Unify. Initial connections may take longer to complete the first sync.

What emails are synced?

Unify currently syncs the following types of emails:

  • All outbound emails sent through Unify

  • Replies to those outbound emails

Reply Handling: Non-automated replies are automatically forwarded to your primary inbox, while out-of-office and automated replies are filtered out by default. You can track all replies in the Unify dashboard under Analytics > Lagging > Replies, and optionally set up Slack alerts for reply notifications.

Note: When emails are synced to HubSpot, they may appear as if they were sent by the individual rep assigned to the contact rather than the warmed Unify mailbox that actually sent the email. This is similar to how other platforms like Salesforce handle logged emails and does not affect actual sending, deliverability, or reply handling. The emails are still sent from the correct warmed mailbox in Unify.

Understanding Sender Names in HubSpot Email Sync

While the published article explains that emails may appear as if sent by the assigned rep in HubSpot, it doesn't clarify the underlying mechanism. The actual sender name and signature on sent emails come from the mailbox's assigned user in Unify (Settings > Deliverability > Mailboxes), not from the contact's assigned rep in HubSpot.

Troubleshooting Sender Name Mismatches

  1. Navigate to Settings > Deliverability > Mailboxes in Unify

  2. Verify that each mailbox is assigned to the correct user

  3. The assigned user's name and signature will be used for all emails sent from that mailbox, regardless of the contact's HubSpot owner

Setting up Email Writing to HubSpot

To set up and configure Email Writing to HubSpot:

  1. Navigate to the HubSpot mapping page in your Unify dashboard: Settings > Integrations > HubSpot > Mappings > Email

  2. Review the mapping settings to ensure they align with your preferences

Currently, the Email Writing to HubSpot feature does not offer the option to selectively sync only replies or specific types of emails. All outbound emails and their replies will be synced to HubSpot.

Troubleshooting: If emails aren't appearing in HubSpot after 60 minutes, verify that:

  • "Enable writing to HubSpot" is turned on in Settings > Integrations > HubSpot

  • The email was sent through Unify (outbound emails or replies sent via Unify)

  • HubSpot has a contact record with the same email address for linking to occur

  • Replies are being forwarded to your primary inbox (non-automated replies only; OOO and automated responses are filtered by default)