A prospect books a demo straight from your email. Another one pays for a starter package from the same email. In most teams, both events then wait for someone to update the CRM. With MailInApp's pipeline automation and HubSpot sync, the deal moves by itself and HubSpot follows within minutes.
How a booking becomes a HubSpot deal stage
Your email
The prospect picks a meeting slot or pays with Buy now
Pipeline automation
Moves their MailInApp deal to Meeting booked or Won
CRM sync
Sends the change within a few minutes
HubSpot
The same HubSpot deal moves to the matching stage
One way only: deals move from MailInApp to HubSpot, never back.
Step 1: decide what moves a deal
In Settings → Pipelines, each pipeline has an Automation section:
- A meeting is booked: move the contact's open deal to a stage you choose, such as Meeting booked.
- An in-email checkout is paid: move it to a stage you choose, such as Won. The deal takes the order amount.
The default pipeline starts with both rules on. A deal only ever moves forward: a booking won't pull a deal that's already at Proposal sent back to Meeting booked. A contact from one of your contacts lists who has no open deal gets a new one, and one event never changes more than one deal.
Step 2: match your stages to HubSpot's
In Settings → Integrations, connect HubSpot, then under Deal pipelines pick the HubSpot pipeline for your MailInApp pipeline. MailInApp suggests a HubSpot stage for each of yours: open stages in order, Won to closed-won, Lost to closed-lost. Adjust any of them, and set a stage to Not sent to keep its deals out of HubSpot.
Each deal arrives in HubSpot linked to its contact, with its name, amount and close date. If the contact isn't in one of your synced lists yet, it's sent along with the deal.
Step 3: give prospects something to act on
- A Booking block shows real open slots from your connected calendar. Booking takes one click, and the meeting goes straight onto your calendar.
- A Product block takes payment through your own connected Stripe account, for a starter package, a deposit or a paid pilot.
- A Form block qualifies the lead first, with company size, budget or timeline, saved to the contact.
What your sales team sees
Deals that move by themselves, on the HubSpot deal they already know, usually within minutes of the prospect acting. HubSpot reports and forecasts reflect bookings and payments without anyone retyping them.
Because the sync is one way, it works best when MailInApp owns the email-driven stages, from first touch to booked and paid, and reps take it from there in HubSpot. A rep's change in HubSpot isn't copied back to MailInApp.
Getting started
Set your automation rules in Settings → Pipelines, connect HubSpot and match stages in Settings → Integrations, then add a Booking block to your next outreach email. The HubSpot integration guide covers every synced field, and the same setup works with Pipedrive.