Our company has both HubSpot and Salesforce connected for syncing contacts and leads data.
I’ve been monitoring our API usage and noticed that HubSpot is making approximately 7000-8000 API calls per day to our Salesforce instance. This seems quite high and I’m concerned about hitting rate limits.
Does anyone know how often HubSpot typically polls Salesforce for updates? Are there any configuration settings or best practices that could help minimize the number of API calls while still maintaining proper data synchronization?
I’m looking for ways to optimize this integration without breaking the sync functionality we rely on.
We had the exact same problem - API usage was completely out of control. Turned out our sync direction settings were the main culprit. We’d set up bidirectional sync for almost everything when most data only needed to go one way. Switched the critical fields to unidirectional and our API calls dropped massively. The object mapping was another huge issue. HubSpot kept making extra lookup calls for every single contact just to verify company relationships and deal associations. We stripped the mapping down to only the essential connections and saw immediate results. Definitely check your error logs - failed API calls trigger retry mechanisms that make everything worse. I’ve seen simple field mapping errors cause thousands of pointless retry attempts every day.
hubspot checks every 5-10 mins, but if u can go hourly, thatll def lower the calls. also, make sure ur workflows aren’t overloading the api with calls!
That API volume is typical for larger datasets, but there are several ways to optimize it. HubSpot’s standard sync frequency is quite aggressive, polling every 5 minutes for most objects. Consider adjusting this to 15-30 minutes for non-critical data to reduce calls significantly. Implementing sync filters based on the last modified date can also help; only syncing records that have changed in the past 24 hours can lower API usage by about 40%. Additionally, check the API version in Salesforce, as older versions are less efficient at handling bulk operations, leading HubSpot to make numerous individual calls. Upgrading from v39 to v54 improved our call efficiency notably.
Check your webhook settings too - we had phantom webhooks firing nonstop from old integrations that weren’t even active. Also, Salesforce governor limits can make HubSpot retry failed calls way more than needed, which kills your daily usage.
Had the same issue when we integrated our systems last year. Too many fields were syncing both ways, creating massive API overhead. We audited which fields actually needed real-time sync vs. those that could update less frequently - cut our calls by 60%. The other big culprit was duplicate records. HubSpot kept making multiple calls trying to resolve Salesforce duplicates. We cleaned up the data first and set proper deduplication rules - huge difference. Also check for custom triggers or automation rules causing extra API calls beyond standard sync.