HubSpot CRM Filtering

Skip existing CRM contacts and focus research on net-new prospects

Overview

HubSpot CRM filtering is one of the most powerful features of agents. It automatically prevents wasted research credits by filtering out leads that already exist in your HubSpot CRM before the AI research runs.

Why Use HubSpot Filtering?

Save Research Credits:

• Filtered leads don’t consume research credits
• Only truly new prospects get researched
• Maximize ROI on your AI spend

Avoid Duplicate Outreach:

• Prevent contacting existing customers
• Skip prospects already in your pipeline
• Focus on net-new opportunities

Flexible Filtering:

• Choose between two filter modes
• Configure per-agent settings
• Account-level connection (set up once)

Connection Setup

HubSpot connection is account-level - connect once and use across all agents.

From Agent Settings

1. Open any agent in the dashboard
2. Navigate to the Filters section
3. Find HubSpot CRM Filter
4. Click Connect HubSpot
5. Authorize Flowi in the popup window
6. ✅ Integration is now available for all agents

From Settings Page

Alternatively, connect from the central settings:

1. Navigate to Settings → Integrations
2. Find the HubSpot CRM card
3. Click Connect HubSpot
4. Authorize in popup
5. Manage connection from settings anytime

We recommend connecting from Settings for easier ongoing management.

Ensure your browser allows popups from Flowi for the OAuth flow to work.

Filter Modes

Choose the right filtering strategy for each agent:

Companies with Deals (Default)

Best for: Active sales pipelines

Only filters out companies that have associated deals in HubSpot. Companies without deals will still be researched.

Use Cases:

• Re-engage dormant prospects
• Research all companies comprehensively
• Pipeline has multiple stages
• Some contacts don’t have active deals

Example:

Cafe Rosa in HubSpot but NO deals → ✅ Will be researched
Cafe Verde in HubSpot WITH deals → ❌ Will be skipped

When to Use:

• You want to build profiles for all companies
• Not every contact moves to a deal stage
• You differentiate between contacts and active opportunities

All Companies

Best for: Strict deduplication

Filters out any company that exists in HubSpot, regardless of deal status.

Use Cases:

• Exclusively net-new prospect lists
• Cold outreach campaigns only
• Strict separation between existing and new
• Avoid all CRM contacts

Example:

Any cafe in HubSpot → ❌ Will be skipped
Cafe not in HubSpot → ✅ Will be researched

When to Use:

• Building pure cold outreach lists
• Want zero overlap with existing CRM
• Separate teams handle existing vs. new leads

How Domain Matching Works

HubSpot filtering matches leads using company domain names.

Normalization Process

Flowi automatically normalizes all domain variations:

Website Input	Normalized Domain
https://example.com	example.com
http://www.example.com	example.com
www.example.com	example.com
EXAMPLE.COM	example.com
example.com/about	example.com

All variations are treated as the same company for accurate matching.

Matching Logic

Step 1: Extract domain from lead website

• Flowi uses the website_domain column (auto-generated)
• Fallback to manual extraction if needed

Step 2: Query HubSpot for matching companies

• Batch requests for efficiency (6 domains per request)
• Searches the domain field in HubSpot companies

Step 3: Check deal associations (if “Companies with Deals” mode)

• For each matched company, fetch deal associations
• Only filter out companies with active deals

Step 4: Filter results

• Matched domains are excluded from research
• Remaining leads proceed to AI research

The entire filtering process is logged for transparency. Check backend logs for detailed matching information.

Enabling Per Agent

Each agent can independently enable/disable HubSpot filtering:

Enable Filtering

1. Open agent in dashboard
2. Go to Filters section
3. Find HubSpot CRM Filter
4. Toggle Enable HubSpot filtering for this agent ON
5. Select your preferred filter mode
6. ✅ Agent will now filter against HubSpot

Change Filter Mode

To switch between modes:

1. Ensure HubSpot filtering is enabled
2. Click the Filter mode dropdown
3. Select:
   • Companies with Deals - Skip only companies with deals
   • All Companies - Skip all HubSpot companies
4. Mode updates immediately

Disable Filtering

To turn off HubSpot filtering for an agent:

1. Open agent settings
2. Go to Filters section
3. Toggle Enable HubSpot filtering OFF
4. Agent will no longer filter against HubSpot

Disabling removes the filter but keeps your HubSpot connection active for other agents.

Managing Your Connection

View Connection Status

Check your connection in two places:

Agent Settings:

• Shows “Connected ✓” with account email
• Displays filter toggle and mode selection

Settings → Integrations:

• Shows connected account email
• Displays HubSpot Portal ID
• Shows connection date

Disconnect HubSpot

Disconnecting removes HubSpot for ALL agents in your account.

To disconnect:

1. Go to Settings → Integrations
2. Click Disconnect on HubSpot card
3. Confirm in the dialog
4. All agents lose HubSpot filtering capability

What Happens:

• Connection removed account-wide
• All agent HubSpot filters disabled
• No leads filtered against HubSpot
• Can reconnect anytime

Reconnect HubSpot

If you disconnect and want to reconnect:

1. Follow the connection setup steps again
2. Per-agent filter settings are preserved
3. Simply toggle filtering back on per agent
4. Filter modes remain as previously configured

Best Practices

Ensure HubSpot Data Quality

For accurate filtering, maintain clean HubSpot data:

✅ Do This:

• Populate domain field for all companies
• Use consistent domain formatting
• Keep company records up to date
• Regularly archive inactive companies

❌ Avoid This:

• Empty domain fields
• Inconsistent domain formats (some with www, some without)
• Duplicate company records
• Outdated contact information

Choose the Right Mode

Match filter mode to your workflow:

Use “Companies with Deals” when:

• Your CRM has contacts at various stages
• Not everyone becomes an active opportunity
• You want to re-engage dormant contacts
• Research should include non-deal companies

Use “All Companies” when:

• You want pure net-new prospects only
• Completely separate existing and new lead workflows
• Cold outreach requires zero CRM overlap
• Different teams handle existing vs. new

Monitor Filtering Impact

Track how HubSpot filtering affects your agents:

Check Backend Logs:

[HubSpot Filter] Checking 150 leads against HubSpot CRM...
[HubSpot Filter] Found 45 companies with deals
[HubSpot Filter] Filtered out 45, 105 new leads remain

Adjust Strategy:

• If too many filtered → Switch to “Companies with Deals” mode
• If not enough filtered → Ensure HubSpot domains are populated
• If none filtered → Verify connection and filter is enabled

Team Coordination

Since connection is account-level:

Centralize Management:

• Have admin/manager connect HubSpot once
• All team members can enable per agent
• Coordinate on filter mode standards

Avoid Conflicts:

• Use HubSpot filtering on territory-specific agents
• Don’t overlap agent search criteria
• Set different export recipients per agent

Troubleshooting

Filter Not Working

If leads aren’t being filtered:

1. ✅ Verify HubSpot is connected (Settings → Integrations)
2. ✅ Ensure filter is enabled for that specific agent
3. ✅ Check HubSpot companies have populated domain fields
4. ✅ Confirm you’re using the correct filter mode
5. ✅ Review backend logs for matching details

Too Many Leads Filtered

If too few leads pass through:

• Switch from “All Companies” to “Companies with Deals”
• Check if HubSpot has duplicate company records
• Verify domain matching is accurate
• Consider if your CRM coverage is too broad

Connection Issues

If you can’t connect:

• Enable popups for Flowi domain
• Ensure you have HubSpot admin permissions
• Try connecting from Settings → Integrations
• Contact support if popup doesn’t appear

Mode Changes Not Applying

If filter mode doesn’t update:

• Ensure you’ve selected from the dropdown
• Refresh the agent settings page
• Check if filter is toggled ON
• Try disabling and re-enabling the filter

---

HubSpot Integration Docs

Complete HubSpot integration documentation

Creating Agents

Set up HubSpot filtering when creating agents

Agent Dashboard

Manage HubSpot filtering in the dashboard