Connect Scribeless to HubSpot to send personalized handwritten direct mail from workflows when deals close, contacts update, meetings are booked, and more.
Integrate Scribeless with HubSpot to send handwritten mailers programmatically based on triggers and workflows in your HubSpot CRM.
Prerequisites
Before setting up your HubSpot integration:
HubSpot Plan Requirement: You need "Operations Professional" to integrate Scribeless & HubSpot directly. For HubSpot Starter plans, consider integrating via Zapier instead.
Scribeless Account Access: Ensure you have access to set up recurring campaigns (contact your commercial team if needed)
Template Creation: Create a template for your handwritten sends in the Scribeless platform
Recurring Campaign: Set up a recurring campaign that will receive recipients from HubSpot (initially in "Pending" status)
API Key: Generate an API key in Settings > API Keys section of your Scribeless account
Typical Triggers and Use Cases
Deal closed: Send thank you notes to new customers
Contact property updated: Welcome new prospects with personalized outreach
Birthday or renewal date approaching: Send timely personalized greetings
Meeting booked: Follow up after important sales conversations
Form submitted: Respond to high-value leads with premium outreach
Creating Your Integration
1. Sign up to the Scribeless platform and create your campaign
Create a recurring campaign that will start in "Pending" status
2. Create your HubSpot workflow
Navigate to Automation > Workflows in your HubSpot account
Create a new workflow or edit an existing one
Select the trigger event (contacts, companies, or deals)
Add any filters or time delays as needed
Set the action to "Custom code"
3. Configure your custom code
Map the relevant properties in HubSpot to the following naming conventions. If done correctly, this will result in the code snippet below working correctly with minimal changes.
Mapping HubSpot properties
Map the relevant properties in HubSpot to the following naming conventions. If done correctly, this will result in the code snippet below working correctly first time, with the only changes you need to make being the API key & Campaign ID.
Custom code
const axios = require('axios').default;
exports.main = async (event, callback) => {
/*****
Use inputs to get data from any action in your workflow and use it in your code
*****/
const campaign_id = "CAMPAIGN_ID" // Replace with your campaign ID
const api_key = "YOUR_API_KEY" // Replace with your API key
const testing = true // Set to false when ready to send real mail
const title = ""
const firstName = event.inputFields['firstName']
const lastName = event.inputFields['lastName']
const company = event.inputFields['company']
const address1 = event.inputFields['address1']
const address2 = ""
const address3 = ""
const city = event.inputFields['city']
const state = event.inputFields['state']
const postalCode = event.inputFields['zip']
const country = event.inputFields['country']
const custom_field_1 = event.inputFields['custom_field_1']
const custom_field_2 = event.inputFields['custom_field_2']
const result = axios.post(`https://platform.scribeless.co/api/recipients`, {
campaignId: campaign_id,
data: [
{
title,
firstName,
lastName,
company,
address: {
address1,
address2,
address3,
city,
state,
postalCode,
country
},
variables: {
custom_field_1,
custom_field_2
}
}
]
},
{
headers: {
'X-API-Key': api_key,
'Content-Type': 'application/json'
}
})
console.log("Result", await result)
/*****
Use the callback function to output data for later workflow actions
*****/
callback({
outputFields: {
}
});
}Replace CAMPAIGN_ID with the ID of your recurring campaign. This is the last segment in the URL when viewing your campaign in the platform.
Campaign Status and Workflow
When integrating Scribeless with HubSpot, understanding the correct campaign workflow is essential:
Pending Status for Testing
New recurring campaigns start in "Pending" status. This is specifically designed for testing your integration:
You can upload recipients against pending campaigns via HubSpot
Recipients added to pending campaigns will generate previews
These recipients will NOT be processed for printing or mailing
No charges will be incurred for recipients in pending campaigns
Use this pending status to verify your data mapping, variable replacement, and overall integration setup.
Activating Your Campaign
Once your testing is complete and you're satisfied with the integration:
Navigate to your campaign in the Scribeless platform
Activate the campaign to change its status from "Pending" to "Ready"
After activation, any new recipients added via HubSpot will:
Be processed for production
Be printed and mailed according to campaign settings
Be charged to your account
Important: There is no separate "testing mode" - the campaign status (Pending vs. Ready) determines whether recipients are processed or not.
Best Practices
Always Test with Pending Campaigns: Use the pending status for all testing before activation
Verify Address Formatting: Ensure addresses are properly formatted for the destination country
Check Variable Mapping: Preview test recipients to confirm variables are replacing correctly
Monitor Your Workflow: Regularly check for any errors or issues in your HubSpot workflow
Create New Pending Campaigns: For testing new integrations, create new pending campaigns rather than using active ones
Troubleshooting
Recipients not appearing: Verify your API key is valid and being correctly passed
401 Unauthorized error: Check that your API key is correctly entered
HTTP error responses: Check your JSON formatting and required fields
503 Service Unavailable: This indicates a temporary spike in API traffic; retry your request after a few minutes
Address validation errors: Ensure complete address information is being passed from your trigger
Campaign not available: Confirm you have Admin access and that the campaign exists
Need Support?
Any issues, concerns, or difficulties you run into - reach out to us through our live chat. We'll hop on a quick call with you to implement and will have you up and running in no time.
For additional help, contact our support team at [email protected]