When people talk about HubSpot Asana integration, what they mean is connecting HubSpot (a CRM, marketing, service, and sales platform) with Asana (a work/task/project management tool) so that data, tasks, deals, contact info, or project work can flow between them automatically.
Instead of doing things manually (copy‑pasting data, switching between apps), the integration helps the two tools talk to each other. That way, your sales, marketing, operations, and project teams stay in sync.
Here is a quick overview of the key benefits of HubSpot Asana integration:
It reduces manual data entry and repetitive work (so fewer errors, more time saved).
Helps maintain real-time visibility: when something happens in HubSpot (such as a deal being won or a contact being updated), relevant tasks or updates appear in Asana.
Improves collaboration across teams: Marketing is aware of the tasks being undertaken. Projects can be aligned with sales or service goals.
Better accountability: you can assign tasks automatically, track progress, avoid things slipping through cracks.
Streamlined workflows: when triggers happen in one system, actions occur in the other, which reduces delays and improves productivity.
Let’s break down why this integration is worth considering. When you have HubSpot and Asana operating separately, a few problems pop up:
Teams lose track of what the other is doing. Sales teams might close deals and forget to inform operations, while marketing teams might start campaigns without knowledge of project tasks. Integration ensures everyone sees what matters.
There is a waste in switching contexts. Logging into HubSpot to check deal status, then going into Asana to see task lists. Integration can bring relevant views/widgets so that you do not have to jump back and forth.
Delay and miscommunication: If data (customer information, project deadlines, etc.) is not synced, one team may be working with outdated information. Integration helps reduce that gap.
Manual mistakes: copying information by hand, missing an update, forgetting to assign somebody. Integration automates repetitive actions so human error is reduced.
So integrating the two helps you work smarter, not harder.
There are several paths you can take, depending on how complex your needs are, what permissions you have, your technical skills, and your budget. We have discussed the three main here.
HubSpot and Asana offer built‑in or “native” ways to connect. For example:
Asana offers a built‑in “HubSpot + Asana integration, which lets you view HubSpot deals or email campaign info inside Asana, via widgets. You can also set up Asana’s rules automation so that when a deal in HubSpot reaches a certain stage or when a change occurs, Asana tasks/comments are automatically created.
In HubSpot, you can create Asana tasks using Workflows. So in HubSpot’s Automation → Workflows, you can add an action “Create an Asana task”. That requires having connected Asana to your account and ensuring permissions are set appropriately.
| Pros of using native integrations | Limitations |
| Usually, it is more stable and better supported. | Less flexibility. Native integrations may not allow deeply customized triggers or fields. |
| Lower cost (no extra subscription or third‑party tools) if your HubSpot & Asana plan includes the integration. | Possible limits on which HubSpot subscription tiers allow workflows or the number of integrations/actions. |
| Security and permissions are handled more cleanly. | If your process is unusual, out-of-the-box options might not cover all your needs. |
If native integration does not meet all your needs, third-party tools are a popular alternative. These let you “bridge” the two platforms with more flexibility. Some tools you might use are listed below:
Zapier: Very popular for quick automations. For example, create an Asana task when a HubSpot deal enters a new stage, or when a new HubSpot form submission comes, kick off a task in Asana.
Unito: Supports two‑way sync, field mapping, historical data, etc. Suitable for more complex workflows or when you want updates flowing both ways.
Zoho Flow: Another no‑code/low‑code tool to connect triggers and actions between HubSpot and Asana.
Other tools (like Outfunnel) also offer syncs that include contacts, deals, etc., sometimes with more specialized or marketing/sales focus.
| Pros | Cons |
| More customizable triggers and actions. | May incur extra costs/subscription fees. |
| Ability to create multi‑step workflows, map custom fields, and sync things two‑way. | Sometimes there are slight delays (depending on polling intervals or API limits). |
| Usually quicker setup than building something from the API. | Potential for duplicate or conflicting data if rules are not well set. |
If your integration needs are highly specific (custom business logic, unusual data mappings, or proprietary systems), you may opt for a custom API integration. This involves writing code (or utilizing internal engineering resources) to configure the communication between HubSpot and Asana.
What this might involve:
Using HubSpot’s API and Asana’s API to build middleware or microservices that handle triggers, data mapping, and error handling.
Dealing with authentication (OAuth), webhooks, rate limits, permissions, and data consistency.
Designing for edge‑cases: what happens if the Asana project is private, or the HubSpot field is missing, or user permissions don’t allow a specific action?
When your workflows are complex or must be highly tailored.
When you want full control over data, fields, error handling, and UI.
When you want to integrate additional tools beyond HubSpot and Asana into the same custom pipeline.
Higher upfront cost and time to build.
Maintenance burden: You will need to maintain for API changes and security updates.
Requires technical skills, testing, deployment, etc.
Here is how you can set up the integration, whether via a native or third‑party tool. I will break it into Preparation, Configuration, and Testing.
Ensure your HubSpot plan supports Workflows and integrations, and verify that your Asana account/project permissions allow adding integrations or tasks from external tools.
Decide what you want synced: Deals? Tasks? Contacts? Email campaigns? Custom fields? Also, decide on the direction (one-way or two-way).
Map fields ahead of time: Know which property in HubSpot corresponds to which field in Asana. For example: deal name, deal stage, contact owner, due date, etc.
Define triggers and actions: For example, “when a HubSpot deal moves to ‘Closed Won’, create a project in Asana”, “when a contact is updated in HubSpot, update a task in Asana”, etc.
Set users and permissions: The user who grants integration access must have sufficient permissions in both systems, and any existing projects/tasks you plan to link must allow the needed permissions.
Connect the two systems: Use native integration, or in a third-party tool, connect both accounts, often via OAuth or API tokens.
Set up triggers and actions:
In native HubSpot workflows: pick “Create Asana task”, etc.
In the Asana native widget/rule: select “HubSpot + Asana” in the Asana app marketplace, add the app to the project, configure rules (e.g., when the deal stage changes in HubSpot, trigger the Asana action)
In third-party tools: map triggers/actions and define field mappings, filters (e.g., only sync if deal value is above X, or only for certain pipelines)
Set up widgets/dashboards: If using the HubSpot + Asana native app, you can add deal or email campaign widgets inside Asana tasks so Asana users see the relevant HubSpot info without leaving Asana.
Configure error or exception handling: Decide what should happen if a sync fails or a field is missing. Set up alerts or logs if possible.
Test with real (or test) data: Create a sample deal in HubSpot, move it through stages, and check whether the corresponding tasks or comments appear in Asana correctly.
Check field mapping: Ensure correct mapping (names, dates, custom fields). Ensure that when something changes in one system, the change shows up correctly in the other.
Permission tests: Try as a user with limited permissions to ensure nothing breaks when someone without full rights triggers an action.
Edge cases: What if the Asana project is private? What if a deal is deleted? What if custom fields are missing? Test how the integration handles these.
Monitor logs/audit trails: See if errors are logged. If using a third‑party, check their dashboard for sync history.
Once the integration is up and running, doing these things well helps ensure it stays effective:
If user roles or access levels change (someone leaves, someone new is added), ensure integration permissions are adjusted accordingly.
Any integration project comes with hurdles. Here are some challenges you are likely to face in your HubSpot Asana integration and ways to overcome them.
| Challenge | Solution |
| Permissions issues (projects private, users not collaborators, etc.) | Ensure the user who connects the integration has the appropriate rights; ensure projects/tasks are visible to them. For private projects, adjust settings or avoid trying to sync with private ones. |
| Missing or mismatched fields | Before setup, map fields to ensure all required fields are filled. In workflows or integration mappings, set fallback or default values and handle nulls carefully. |
| Sync delays or API rate limits | Choose tools or configurations that minimize delays. Check third-party or native limits. If real-time sync is required, select tools that support webhooks. Monitor for throttling. |
| Duplicate tasks or events | Build in checks (e.g., only create a task if it does not already exist), use unique identifiers; avoid triggers that overlap; have deduplication logic. |
| Data inconsistency (one side updated but not the other) | Use two-way sync where possible; set alerts when key fields diverge; and periodically reconcile data manually. |
| Maintenance burden: when HubSpot or Asana changes (APIs, fields, permissions) | Assign someone to own the integration and stay updated with platform updates. When changes occur, test workflows and invest in sound logging/notifications. |
Let’s now weigh the pros and cons to help you decide if this integration is right for your team.
Improves efficiency by automating repetitive tasks.
Enhances team visibility: project, marketing, and sales all stay aligned.
Reduces errors and missed tasks or deadlines.
Helps scale processes without requiring additional manual oversight.
Better accountability and clearer ownership of follow-ups.
It may incur additional costs, depending on the subscription level or third-party tool expenses.
Initial setup requires time, including mapping fields, determining triggers, and testing.
Possible complexity: as integration workflows grow, keeping them maintained becomes a responsibility.
If not set up carefully, there is a risk of duplicate tasks or conflicting updates.
Dependency: if either platform changes APIs or pricing/features, integration may break or require adjustments.
Integrating HubSpot with Asana is a powerful way to increase efficiency, visibility, and collaboration within your team’s workflows. Whether you opt for native integration, use a third-party tool, or build something custom, the key is planning, knowing what you want to sync, who needs access, and how to map the data.
Once configured, thoroughly testing, monitoring, and periodically maintaining will keep things running smoothly. By doing so, you can reduce manual work, avoid miscommunication, and allow your team to focus more on the work that matters rather than managing tools.
If you are having issues with your HubSpot Asana integration, 3 & Four Technologies is a trusted HubSpot partner and can help you with a smooth process.