How to solve sync errors in the HubSpot Salesforce integration

The HubSpot-Salesforce integration is one of the most powerful tools for aligning marketing and sales, but it isn’t without friction. Sync errors are a reality.

A sync error happens when a property, automation, or rule prevents a record from flowing cleanly between the two platforms. 

The integration is still running, your other records keep moving, but the affected ones stall.

The danger comes when these errors are ignored. Over time, unresolved issues lead to broken automations, missed follow-ups, and marketing or sales reports that no one can trust.

The good news is that none of these errors are fatal. With the right process, you can spot, fix, and prevent most of them.

How to find sync errors in HubSpot

Unlike many integrations, HubSpot actually makes error management straightforward.

 Other tools force you to guess where things are breaking. 

HubSpot gives you a sync health dashboard that tells you:

• The type of error.
• The number of occurrences.
• The number of unique records affected.
• When the error first appeared.
  

To view it, go to Settings > Integrations > Connected Apps > Salesforce > Sync Health.

You can also subscribe to error notifications. Under Manage Notifications, set the frequency: immediate, daily, or weekly. 

For most teams, daily alerts give enough visibility without overwhelming inboxes.

How to read the sync error report

At the top of the report, HubSpot shows a total error count. This number is often misunderstood.

One record can throw multiple errors, and one error can affect many records. That means the total doesn’t equal the number of broken records.

Each error type has two numbers. The bold number shows how many error events occurred. The lighter number shows how many records are actually impacted.

When prioritizing what to fix, look at the number of records affected, not just the number of error events.

The main types of sync errors

Association sync errors

These happen when a Salesforce record tries to connect to something that doesn’t exist yet in HubSpot.

For example, a Salesforce Account exists, but the corresponding HubSpot Company has not been created. When the Contact tries to sync, it fails because it has nowhere to attach.

You can fix association errors by importing the missing records from Salesforce into HubSpot. Or, you can open the record in Salesforce and force a sync to push it through.

Custom code errors

Custom code errors usually come from Salesforce automations. The two main causes are Flows and Validation Rules.

Salesforce Flows act like HubSpot Workflows. 

They trigger when a record is created or updated. If HubSpot sends an update that violates a Flow, the sync fails. 

To resolve this, you can either adjust the data in HubSpot or update the Flow logic in Salesforce to ignore HubSpot-triggered changes.

Validation Rules create requirements for Salesforce data. 

For instance, you may require an “Unqualified Reason” when a Lead is marked unqualified. If HubSpot tries to update the record without that value, the sync fails. 

To fix it, either update the HubSpot data or exclude the HubSpot integration user from that rule.

Another variation is Apex errors. 

Missing Contact ID is a common example, caused by custom code that blocks Leads from converting properly. These cases need a Salesforce admin to resolve.

Duplicate errors

Not all duplicates are flagged. The sync health report only surfaces duplicates that actively block a record from syncing.

There are two scenarios: duplicates in HubSpot that prevent data from flowing to Salesforce, and duplicates in Salesforce that block records from creating in HubSpot.

The fix is simple but manual. 

Merge the duplicates in whichever system they live. If merging isn’t possible, review your Salesforce Matching and Duplicate Rules to ensure duplicates are being flagged properly.

We have a guide on handling duplicates that arise from this integration if you're interested.

Permission sync errors

Permission errors occur when the HubSpot integration user doesn’t have access to a field or object in Salesforce.

Most teams assign the System Administrator profile to the integration user, which covers almost everything. But even then, you may hit issues. Tasks, for example, require specific access to the “Task Type” field.

If you’ve configured selective sync, permission errors will be more common. Limited access means HubSpot simply can’t see everything.

To resolve these, work with your Salesforce admin to expand the integration user’s Profile or Permission Sets. If a fix in Salesforce isn’t possible, stop syncing the affected field from HubSpot.

Picklist errors

Picklists are the single biggest headache for many teams. 

A Salesforce picklist equals a HubSpot dropdown, but changes in one system don’t automatically update in the other.

That means if you add a new option in Salesforce, it won’t appear in HubSpot until you refresh the integration or add it manually.

State and country picklists are another common trap. If Salesforce uses them, HubSpot must use them too.

Inactive values are a hidden risk. Salesforce allows you to mark values inactive, but HubSpot doesn’t recognize them. Instead of leaving them inactive, replace or delete them.

Field mapping errors

Field mapping errors are less common, but they do occur. They usually happen when HubSpot and Salesforce fields aren’t compatible.

For example, mapping a text field to a number field will cause a sync failure. 

The good news: HubSpot often warns you during the mapping process and gives direct instructions to fix it.

Property value errors

Property value errors are almost as common as picklist issues. They happen when the data types or field lengths don’t match.

Example: HubSpot allows 15 characters, but the Salesforce field only allows 10. Or Salesforce marks a field as required, but HubSpot doesn’t provide a value.

To prevent these, make sure HubSpot is always collecting Salesforce’s minimum required data. Otherwise, records will stall.

Other sync errors

This is the catch-all bucket. They’re usually Apex errors tied to your specific Salesforce setup. Because they’re unique, they’ll need investigation from your Salesforce admin.

Why sync errors matter

It’s easy to brush off sync errors as minor nuisances. But when they stack up, the costs are real.

• Automations fire incorrectly.
• Sales reps lose visibility.
• Marketing attribution goes out the window.

A proactive approach is the only way to keep the integration reliable.

FAQs: HubSpot-Salesforce sync errors

Do sync errors shut down the integration?
No. Errors only affect specific records. Everything else keeps flowing.

What’s the most common sync error?
Picklist errors, followed closely by property value errors.

How often should I check sync health?
Weekly checks are the minimum. For high-volume orgs, enable daily error notifications.

What should I fix first?
Errors impacting the highest number of records. Not just the ones with the most events.

Can sync errors be prevented entirely?
Not fully. But with strong field mapping, duplicate management, and a properly configured integration user, most can be avoided.

For official documentation, see HubSpot’s guide on reviewing Salesforce sync health.

Book a call with Tate

Sync errors don’t have to drag down your team. 

At RevBlack, we specialize in helping companies that run HubSpot for marketing and Salesforce for revenue.

Book a call with Tate, and we’ll walk through your sync health report together. 

We’ll identify the patterns behind your errors, put guardrails in place, and get your systems back to supporting your process instead of slowing it down.