HubSpot + Harvest
Connect HubSpot and Harvest to Unify Sales and Time Tracking
Eliminate manual data entry and keep your CRM and project billing in sync — automatically.
Why integrate HubSpot and Harvest?
HubSpot and Harvest handle two distinct phases of the customer lifecycle: winning the deal and delivering on it. When sales closes a new client in HubSpot, your team needs to start tracking time, managing budgets, and sending invoices in Harvest right away — but without an integration, that handoff is entirely manual. Connecting HubSpot and Harvest through tray.ai means won deals become billable projects immediately, so your revenue operations don't stall waiting on someone to copy data between tabs.
Automate & integrate HubSpot & Harvest
Use case
Auto-Create Harvest Projects from Won HubSpot Deals
When a deal reaches 'Closed Won' in HubSpot, tray.ai can instantly provision a new project in Harvest using the deal name, budget, and associated company. This eliminates the manual project setup step that delays kickoffs and introduces data-entry errors. Your delivery team can start logging time the moment the contract is signed.
Use case
Sync HubSpot Contacts and Companies to Harvest Clients
Keeping client records consistent across HubSpot and Harvest is tedious but important — a mismatch in company name or billing contact can delay invoices. With tray.ai, new or updated HubSpot companies and contacts are automatically mirrored as Harvest clients, so your billing system always reflects your CRM's source of truth. Address changes and new billing contacts propagate instantly.
Use case
Push Harvest Invoice Data Back into HubSpot Deals
Knowing what was sold is only half the picture. tray.ai can write Harvest invoice amounts, statuses, and payment dates back to custom properties on HubSpot deals or associated line items, giving sales leadership and finance a real-time view of invoiced versus contracted revenue without leaving HubSpot.
Use case
Log Harvest Billable Hours as HubSpot Deal Activity
Account managers and customer success teams need to know how much time has been spent on a client engagement relative to the contracted budget. Syncing Harvest time entries to HubSpot as deal or contact activities keeps client-facing teams informed without requiring a separate login to Harvest. That context makes renewal and upsell conversations a lot easier.
Use case
Trigger HubSpot Workflows When Harvest Invoices Are Paid
A paid invoice is a high-value signal. It should trigger downstream actions in your CRM — updating a deal's payment status, kicking off a customer satisfaction survey, sending an NPS request. tray.ai listens for paid invoice events in Harvest and fires the corresponding HubSpot workflows, sequences, or property updates automatically.
Use case
Alert Sales Teams When Project Budgets Are Nearing Limits
Budget overruns quietly damage client relationships and profit margins. tray.ai can monitor Harvest project budget utilization and automatically create HubSpot tasks, notes, or deal alerts when a project hits a defined threshold — say, 80% of budget consumed. Sales and account management teams can reach out to clients about scope adjustments before things get uncomfortable.
Use case
Onboard New HubSpot Contacts as Harvest Team Members or Clients
When new contacts are created in HubSpot with specific role properties — a new contractor or a new client stakeholder, for example — tray.ai can automatically provision the corresponding record in Harvest. Whether that means adding a new billable client or inviting a team member, the onboarding steps happen without any manual handoff between your operations and finance teams.
Get started with HubSpot & Harvest integration today
HubSpot & Harvest Challenges
What challenges are there when working with HubSpot & Harvest and how will using Tray.ai help?
Challenge
Matching Records Across Two Separate Data Models
HubSpot structures data around Contacts, Companies, and Deals, while Harvest organizes around Clients, Projects, and Tasks. Without a shared identifier, mapping a HubSpot deal to the right Harvest project — especially when naming conventions differ — is error-prone and requires constant manual reconciliation.
How Tray.ai Can Help:
tray.ai lets you store cross-system IDs as custom properties in both tools. When a Harvest project is created from a HubSpot deal, the Harvest project ID is written back to the deal, and vice versa. All future syncs use these stored IDs as reliable lookup keys, which cuts out the guesswork and prevents duplicate records from piling up.
Challenge
Handling Budget and Currency Field Mismatches
HubSpot deal amounts may be stored in different currencies or formats than Harvest project budgets, and the two platforms treat budget fields differently — HubSpot deals have a single 'Amount' field while Harvest supports both fee-based and hourly budgets. Misaligned data structures can result in incorrect billing setups.
How Tray.ai Can Help:
tray.ai's data mapping and transformation capabilities let you normalize currency values, apply conversion logic, and conditionally map deal amounts to the correct Harvest budget type based on deal properties — so the right billing model is applied every time.
Challenge
Keeping Client Records in Sync Without Creating Duplicates
If a company already exists in Harvest when a new HubSpot company is created or updated, a naive sync will create a duplicate Harvest client. Keeping clean records across both systems requires a reliable deduplication strategy that checks before writing.
How Tray.ai Can Help:
tray.ai workflows perform a lookup in Harvest before creating any new record, checking for matches on company name, domain, or a stored external ID. If a match is found, the workflow updates the existing record; if not, it creates a new one — keeping both systems clean without manual review.
Challenge
Managing Real-Time vs. Batch Sync Requirements
Some events — like a deal being marked Closed Won — require immediate action in Harvest, while others — like aggregating weekly time entries into HubSpot notes — are better handled in scheduled batches. A one-size-fits-all sync approach either creates unnecessary API load or misses time-sensitive triggers.
How Tray.ai Can Help:
tray.ai supports both webhook-based real-time triggers and scheduled polling workflows on the same platform. You can configure deal-stage changes to trigger instant Harvest project creation while running time-entry summaries on a nightly or weekly schedule — all managed from a single automation environment.
Challenge
Surfacing Harvest Data in HubSpot Without Overloading the CRM
Finance and project data from Harvest is useful context for sales and account management teams, but pushing every time entry and invoice line item into HubSpot creates noise and clutters deal records. Finding the right balance of data visibility without overwhelming CRM users is a real configuration challenge.
How Tray.ai Can Help:
tray.ai's transformation and conditional logic lets you define exactly which Harvest data points matter to CRM users — total hours this month, percentage of budget consumed, overdue invoice flags — and surface only those aggregated values as clean HubSpot properties, rather than flooding the CRM with raw transactional data.
Start using our pre-built HubSpot & Harvest templates today
Start from scratch or use one of our pre-built HubSpot & Harvest templates to quickly solve your most common use cases.
HubSpot & Harvest Templates
Find pre-built HubSpot & Harvest solutions for common use cases
Template
Closed-Won Deal to Harvest Project
Automatically creates a new Harvest project whenever a HubSpot deal moves to the 'Closed Won' stage, mapping deal name, owner, and budget to the corresponding Harvest fields.
Steps:
- Trigger: HubSpot deal stage changes to 'Closed Won'
- Map deal properties (name, amount, owner, close date) to Harvest project fields
- Create new project in Harvest and write the Harvest project ID back to the HubSpot deal as a custom property
Connectors Used: HubSpot, Harvest
Template
HubSpot Company Sync to Harvest Client
Keeps Harvest client records current by syncing new and updated company records from HubSpot, so billing contacts and company details stay accurate.
Steps:
- Trigger: New or updated company created in HubSpot
- Check if a matching client already exists in Harvest by company name or domain
- Create a new Harvest client or update the existing record with the latest HubSpot data
Connectors Used: HubSpot, Harvest
Template
Harvest Invoice to HubSpot Deal Update
Pushes Harvest invoice creation and payment events back into HubSpot, updating deal properties with invoice amount, status, and payment date for complete revenue reporting.
Steps:
- Trigger: Invoice created or updated in Harvest
- Look up the associated HubSpot deal using the Harvest project ID stored on the deal
- Update HubSpot deal custom properties with invoice amount, invoice status, and payment date
Connectors Used: Harvest, HubSpot
Template
Harvest Budget Alert to HubSpot Task
Monitors Harvest project budget utilization on a schedule and creates a HubSpot task assigned to the deal owner when a project hits a configurable budget threshold.
Steps:
- Schedule: Run daily or on a defined interval to check Harvest project budget data
- Evaluate each active project's budget utilization against a threshold (e.g., 80%)
- Create a HubSpot task on the associated deal and notify the deal owner via HubSpot workflow
Connectors Used: Harvest, HubSpot
Template
Paid Harvest Invoice to HubSpot Workflow Trigger
Fires a HubSpot enrollment trigger or updates a deal property when a Harvest invoice is marked as paid, enabling automated post-payment sequences like NPS surveys or renewal outreach.
Steps:
- Trigger: Harvest invoice status changes to 'Paid'
- Identify the associated HubSpot deal and contact using stored project and client IDs
- Update HubSpot deal payment status property and enroll the contact in a post-payment sequence
Connectors Used: Harvest, HubSpot
Template
Harvest Time Entries to HubSpot Deal Notes
Periodically syncs billable time entry summaries from Harvest to HubSpot deal notes, giving account managers visibility into project hours and budget consumption without switching tools.
Steps:
- Schedule: Run weekly or on a defined cadence to pull time entries from Harvest by project
- Aggregate total billable hours and cost for the period per project
- Post a formatted summary note on the associated HubSpot deal with hours logged, budget used, and remaining budget
Connectors Used: Harvest, HubSpot