Map HubSpot Account Statuses to Account Stages in Apollo
Under the HubSpot Account Status sections, first, map to the HubSpot field you use to track Account Status in HubSpot.
Pro tip: Map these statuses one-to-one (ie. HubSpot "New" status should not be mapped to 'Active Opportunity' AND 'Cold' Apollo Account Stages, because a change in HubSpot status would result in 2 different, conflicting stage changes in Apollo, which would make the Account 'No Stage').
1. Customize Your Apollo Account Stages and HubSpot Statuses
Why: HubSpot's default Lifecycle Status property doesn't have the granularity that's best to manage the top of the funnel. So, create a custom Property in HubSpot to use for Acccount Statuses and Stages across both HubSpot and Apollo.
First, customize your Apollo Account Stages. Here are Recommended Custom Contact and Account Stages as a guide.
2. Create a Custom Account Status Property in HubSpot
It's best to make the HubSpot Account Statuses reflect the Apollo Account Stages so you have a truly integrated system. And, again, mapping these Statuses and Stages one-to-one is important for system setup.
For example, if you have Apollo Account Stages Cold and Active Opportunity both mapped to the HubSpot Status New, when you change the stage of an Account in HubSpot to the New status, this Account will be marked as No Stage in Apollo, because Apollo is being told to take two different actions with one command. Whereas, if you give Apollo one clear command, the status will update successfully.
3. Select Your Custom HubSpot Property for Account Status to Map to Your Apollo Account Stages
Once you've finalized your statuses in HubSpot and Apollo, navigate to Settings > Integrations > HubSpot > Mappings > and click under the HubSpot Account Status section. Choose the HubSpot Account Status Property you use to track Account Status in HubSpot so we can map the Statuses from that Property to their coordinating Apollo Account Stages.
4. Map your HubSpot Account Statuses to Apollo Account Stages
Map your HubSpot Statuses and Apollo Stages one-to-one, as seen below.
Automate Account Stage Changes in HubSpot
Many clients remark, "Well, we track by the deal – can we map DEAL status?" This is an interesting request, but not a best practice. HubSpot created Workflows to automatically update Account Stage based on the creation and status of a deal.
Here's the HubSpot resource on how to create deals with a Workflow and the general Workflow User Guide to automatically update the Status of an Account from Cold to Active Opportunity, then Active Opportunity to Current Client or Active Opportunity to Dead Opportunity, so the Account Status will automatically sync to the Account Stage in Apollo.
Related Resources for Setup Best Practices in Apollo: