HubSpot and Zendesk Company Data Synchronization Automation Workflow

Workflow Name

HubSpot and Zendesk Company Data Synchronization Automation Workflow

Key Features and Highlights

This workflow automates the comparison and synchronization of company information between HubSpot and Zendesk. It retrieves the most recently modified company data from HubSpot in real time and merges it with the company data in Zendesk. Based on whether the company already exists in Zendesk, it automatically performs update or create operations, ensuring that company information in both systems remains consistent and up-to-date. The workflow runs automatically on a scheduled trigger every 5 minutes, significantly improving the efficiency and accuracy of data synchronization.

Core Problems Addressed

Manual maintenance of company data across CRM (HubSpot) and customer service systems (Zendesk) often leads to inconsistencies, data delays, and duplicate entries. This workflow automatically detects recently modified data in HubSpot, intelligently determines whether the corresponding company exists in Zendesk, and synchronizes updates or additions accordingly. It eliminates redundant work and data omissions, ensuring that sales and customer service teams have unified and accurate customer information.

Use Cases

• Sales and customer service teams needing to synchronize customer data between HubSpot and Zendesk
• Automating updates of customer organization information in Zendesk to reflect the latest status in HubSpot
• Medium to large enterprises aiming to reduce data maintenance workload while improving data consistency and operational efficiency

Main Process Steps

1. Scheduled Trigger (Every 5 minutes): The workflow executes automatically every 5 minutes.
2. Retrieve Last Execution Timestamp: Reads the timestamp of the previous workflow run to filter companies modified in HubSpot since then.
3. Fetch Recently Modified Companies from HubSpot: Calls the HubSpot API to retrieve companies changed since the last execution.
4. Fetch All Company Data from Zendesk: Calls the Zendesk API to obtain current company organization data.
5. Merge and Compare Data: Matches and merges data from HubSpot and Zendesk based on company names.
6. Determine Company Existence in Zendesk: Checks whether each company already exists in Zendesk according to the merged results.
7. Update or Create Zendesk Organizations: Updates existing company information or creates new organizations in Zendesk as needed.
8. Update Execution Timestamp: Saves the current execution time to serve as a reference for the next data filtering.

Systems and Services Involved

• HubSpot: Source of recently modified company data
• Zendesk: Platform for retrieving, updating, and creating company organization data
• n8n Automation Platform: Facilitates scheduled triggers, data processing, and API calls throughout the workflow
• JavaScript Function Nodes: Handles timestamp management and data merging logic

Target Users and Value

• CRM administrators, data operations personnel, sales and customer service team leaders
• Enterprises requiring cross-system synchronization of customer data
• Organizations seeking to reduce manual maintenance, enhance data accuracy, and improve team collaboration through automation

This workflow effectively bridges HubSpot and Zendesk, two core business systems, enabling automatic synchronization and real-time updates of customer data. It helps enterprises build a unified data view and elevates the professionalism of customer management.