Trello + HubSpot
Connect Trello and HubSpot to Keep Sales and Project Teams in Sync
Automate the handoff between your CRM and project boards so nothing falls through the cracks.
Why integrate Trello and HubSpot?
Trello and HubSpot cover two different sides of the same customer relationship. Sales teams live in HubSpot tracking deals, contacts, and pipelines, while operations and delivery teams rely on Trello boards to manage tasks and workflows. Without an integration, the transition from closed deal to active project depends entirely on someone remembering to send an email — and that's where things go wrong.
Automate & integrate Trello & HubSpot
Use case
Automatic Trello Card Creation on Deal Close
When a deal is marked Closed Won in HubSpot, tray.ai instantly creates a new Trello card in your onboarding or delivery board with all relevant deal and contact details already filled in. Your delivery team gets an immediate, structured brief without waiting for a sales rep to send a handoff email. This closes the most common gap between sales and operations.
Use case
Sync HubSpot Deal Stage Changes to Trello Board Columns
As a HubSpot deal moves through pipeline stages, the corresponding Trello card automatically moves to the matching list or column on your project board. Operations and account management teams get real-time visibility into where each opportunity stands without needing CRM access. Both teams work from the same source of truth.
Use case
Log Trello Card Activity Back to HubSpot as Timeline Events
When tasks are completed or comments are added on a Trello card, tray.ai logs those updates back to the associated HubSpot contact or deal record as timeline events. Sales and account managers can see project delivery progress directly inside their CRM. Every customer interaction and deliverable ends up in one place.
Use case
Create HubSpot Contacts from Trello Card Data
When a new Trello card is added to a specific board or list — an inbound request or intake form, for example — tray.ai automatically creates or updates a corresponding contact in HubSpot. This is especially useful for teams that receive client requests via Trello but need those leads captured and nurtured in their CRM. No inbound request slips through untracked.
Use case
Notify Trello Teams When HubSpot Deals Are at Risk
When a HubSpot deal is flagged as at-risk, past its close date, or moved to a stage like Stalled, tray.ai can create an alert card in a dedicated Trello board or update an existing card with a warning label. Account teams can respond faster to at-risk opportunities with clear, visible action items on their boards.
Use case
Automate Client Onboarding Checklists from HubSpot Data
When a HubSpot deal closes, tray.ai generates a fully structured Trello onboarding card with a checklist of tasks, due dates, and assigned members based on deal properties like product type, tier, or region. Teams don't need to build onboarding cards from scratch for every new client. Standardized checklists mean consistent delivery every time.
Use case
Track Trello Due Date Compliance and Update HubSpot Deal Health
When Trello cards tied to active deals are overdue or incomplete, tray.ai updates a custom property on the associated HubSpot deal to reflect delivery health status. Sales managers and account executives can see whether post-sale commitments are on track without leaving HubSpot. Both platforms stay accountable to each other.
Get started with Trello & HubSpot integration today
Trello & HubSpot Challenges
What challenges are there when working with Trello & HubSpot and how will using Tray.ai help?
Challenge
Mapping Trello Cards to the Right HubSpot Records
Without a shared unique identifier, connecting a Trello card to the correct HubSpot deal or contact is error-prone and often requires manual lookups. As board volume grows, maintaining this linkage manually becomes unsustainable and leaves orphaned records on both sides.
How Tray.ai Can Help:
tray.ai lets you store HubSpot deal or contact IDs directly in Trello card custom fields at the moment of creation, then reference those IDs in every subsequent automation step. This creates a durable, bidirectional link that all future workflows can rely on without any manual matching.
Challenge
Handling Duplicate Contact and Deal Creation
When Trello cards trigger contact or deal creation in HubSpot, duplicates are easy to create — especially when multiple team members are adding cards or the same contact appears across different boards. Duplicate CRM records corrupt reporting and cause real headaches for sales teams.
How Tray.ai Can Help:
tray.ai supports conditional logic that searches HubSpot for an existing contact or deal before creating a new one. If a match is found based on email address or deal name, the workflow updates the existing record rather than creating a duplicate, keeping your CRM clean and accurate.
Challenge
Keeping Data in Sync Across Both Directions
One-way integrations are rarely enough. Updates made in HubSpot need to reflect in Trello and vice versa, but building bidirectional sync without introducing infinite loops is technically tricky. Most basic integration approaches only handle one direction.
How Tray.ai Can Help:
tray.ai's workflow logic lets you build bidirectional sync with loop prevention built in. Timestamps, source flags, or conditional checks ensure that an update originating in HubSpot doesn't re-trigger an update back to HubSpot via Trello, and vice versa.
Challenge
Dealing with Non-Standard Trello Board Structures
Every team uses Trello differently — lists have different names, custom fields vary, and board structures change over time. A rigid integration that assumes a fixed board layout will break as soon as someone renames a list or restructures a workflow, and then someone has to fix it.
How Tray.ai Can Help:
tray.ai lets you configure dynamic list and board lookups by name or ID, with flexible data mapping to accommodate variations in card structure. When board layouts change, you update the configuration in tray.ai once rather than rebuilding the entire integration from scratch.
Challenge
Triggering Automations at the Right Moment Without Polling Delays
Some integration tools rely on scheduled polling to detect changes in Trello or HubSpot, which means there can be a significant delay between an event occurring and the automation firing. In time-sensitive handoffs like deal closes, even a 15-minute delay can cause confusion or duplicate manual effort.
How Tray.ai Can Help:
tray.ai supports real-time webhook triggers for both Trello and HubSpot, so automations fire the instant an event occurs — a deal stage changes or a card is moved — with no polling delay. Your teams always have up-to-date information exactly when they need it.
Start using our pre-built Trello & HubSpot templates today
Start from scratch or use one of our pre-built Trello & HubSpot templates to quickly solve your most common use cases.
Trello & HubSpot Templates
Find pre-built Trello & HubSpot solutions for common use cases
Template
HubSpot Closed Won Deal to Trello Onboarding Card
Automatically creates a new Trello card in a designated onboarding list whenever a HubSpot deal reaches the Closed Won stage, populating the card with deal name, contact information, deal value, and a standard onboarding checklist.
Steps:
- Monitor HubSpot for deals that transition to the Closed Won stage
- Extract deal properties including contact name, email, deal value, and owner
- Create a new Trello card in the configured onboarding board and list with all deal data and a pre-built checklist
Connectors Used: HubSpot, Trello
Template
Sync HubSpot Deal Stage to Trello Card List
Keeps Trello cards in sync with their corresponding HubSpot deal stages by automatically moving cards between Trello lists whenever the deal stage changes in HubSpot, maintaining a live mirror of your sales pipeline on your project board.
Steps:
- Trigger on HubSpot deal stage change via webhook or scheduled poll
- Look up the corresponding Trello card by deal ID stored as a custom card field
- Move the Trello card to the list that matches the new HubSpot deal stage
Connectors Used: HubSpot, Trello
Template
Log Trello Card Completions to HubSpot Deal Timeline
Whenever a Trello card is marked complete or moved to a Done list, this template logs a custom timeline event on the associated HubSpot deal, giving the sales and account team full visibility into project milestones achieved post-sale.
Steps:
- Trigger when a Trello card is moved to a specified Done or Completed list
- Retrieve the HubSpot deal ID stored in the Trello card's custom fields or description
- Create a custom timeline event on the HubSpot deal record with card name, completion date, and board context
Connectors Used: Trello, HubSpot
Template
New Trello Intake Card to HubSpot Contact and Deal
When a card is added to a designated intake list in Trello, this template automatically creates a new contact and associated deal in HubSpot, so every inbound request captured via Trello enters the CRM pipeline straight away.
Steps:
- Trigger when a new card is created in a specified Trello intake board or list
- Parse card title, description, and custom fields for contact and deal information
- Create or update a HubSpot contact and create an associated deal with the extracted data
Connectors Used: Trello, HubSpot
Template
HubSpot At-Risk Deal Alert to Trello Action Card
Monitors HubSpot for deals that have passed their expected close date or been flagged with a specific property, then automatically creates or labels a Trello card in an escalation board so account teams can act immediately.
Steps:
- Run a scheduled HubSpot deal search for deals past close date or flagged as at-risk
- Check whether a Trello card already exists for the deal to avoid duplicates
- Create a new Trello alert card or add a red warning label to the existing card with deal context and owner details
Connectors Used: HubSpot, Trello
Template
Trello Overdue Cards to HubSpot Deal Property Update
Scans Trello boards on a regular schedule for overdue cards linked to active HubSpot deals and updates a custom delivery health property on the associated deal record, giving sales leadership instant visibility into post-sale delivery risks.
Steps:
- Run a scheduled scan of Trello boards for cards with past-due dates
- Match overdue cards to HubSpot deals using stored deal IDs in card custom fields
- Update a custom HubSpot deal property to reflect overdue status, including card name and days overdue
Connectors Used: Trello, HubSpot