Hi everyone! I need some help with our current setup. We have both HubSpot and Salesforce running at our company and they sync data for contacts and leads automatically. The thing is, I can see that HubSpot is making somewhere between 7000 to 8000 API calls every day to our Salesforce instance. I’m trying to figure out a few things here. Does anyone know how often HubSpot typically reaches out to Salesforce during this sync process? Also, are there any proven methods or best practices to cut down on the total number of API calls being made? We want to optimize this integration without breaking the sync functionality. Any advice would be really helpful!
I’ve hit this same issue with our Salesforce-HubSpot setup. HubSpot usually syncs every 5-10 minutes for real-time objects, but you can tweak this in the settings. Here’s what saved us: First, figure out what actually needs real-time syncing vs. what can wait. We found tons of fields syncing for no good reason. Cut it down to just the essentials and push non-critical stuff to hourly or daily - dropped our API calls by 40%. Also check your data quality. Duplicates and constant field changes eat up API calls like crazy. We added validation rules on both platforms to stop pointless sync triggers. And use HubSpot’s operational properties for internal data that doesn’t need to touch Salesforce at all.
those numbers don’t shock me - HubSpot’s really aggressive with API calls in syncs. We fixed this by adjusting the sync frequency in HubSpot’s settings. set non-critical objects to sync less often. Also, keep an eye out for circular updates that can burn through your API limit quickly!
We hit the same API volume problem last year - our integration was chewing through calls at about that rate too. HubSpot checks for changes every 5-10 minutes on contacts and deals, depending on your sync settings. Field-level filtering saved us big time. We found marketing activities were triggering pointless Salesforce updates even when nothing business-critical actually changed. Set up proper field dependencies and cut marketing touch data from your sync scope - it’ll drop your API calls way down. Also check your error retry logic. Failed calls get retried multiple times and inflate your daily count like crazy. We had phantom sync attempts from tiny data validation conflicts between systems. Clean up those mismatches and adjust your retry intervals - made a huge difference in our API usage without breaking sync reliability.
Yeah, those API numbers are totally normal for HubSpot-Salesforce syncs. HubSpot polls every 5-15 minutes based on your settings, and bulk operations eat through calls fast.
Honestly, the built-in sync tools from both platforms suck for optimization. They’re way too aggressive with polling and don’t let you control batching or frequency.
I’ve hit this same wall before and ended up building custom middleware. Instead of letting HubSpot constantly hammer Salesforce, I set up workflows that:
- Cache data that gets accessed a lot
- Batch multiple updates into single calls
- Only sync actual changes (not every poll)
- Use webhooks instead of constant polling when possible
This cut our API usage by 60% and actually made syncing more reliable. You need something that can handle complex logic between the systems and smart batching.
Latenode works great for this kind of optimization. You can build sync logic that monitors changes, batches requests, and only makes calls when needed. Way better than default sync tools.