Turn CompanyCam projects into HubSpot deals

PromptCreate

Whenever a new project is created in CompanyCam, spin up a matching job record in HubSpot so sales and ops stay aligned on what is happening in the field.

Trigger: a CompanyCam webhook subscribed to the project.created event. The webhook payload carries the new project's id.

Step 1 — Retrieve Project in CompanyCam. Use the project id from the webhook to pull the full record. Grab the jobsite address, coordinates, the deep link back into the CompanyCam project, and the contact list attached to the project (names, emails, phone numbers).

Step 2 — Search Contacts in HubSpot to find the homeowner. Query first by email, then by phone number, using the CompanyCam contact details. Reason about fuzzy matches: normalize phone numbers (strip formatting, country codes) and treat lightly different emails (nicknames, extra dots, different casing, alternate domains) as the same person when the phone number lines up. Only fall through to creating a new contact when nothing plausible matches.

Step 3 — If no contact is found, Create Contact in HubSpot using the CompanyCam contact fields (first name, last name, email, phone). If multiple CompanyCam contacts are attached to the project, pick the primary homeowner and note the others in the deal note in step 5.

Step 4 — Create Deal in HubSpot. Use the CompanyCam project address as the deal name. Place the deal in the pipeline and stage the user has configured (default to a 'Job Started' stage on the main sales pipeline, but this should be a customization knob — different contractors call it 'New Job', 'Job Started', or 'In Progress'). Associate the deal with the contact from step 2 or 3.

Step 5 — Create Note on the deal with a short summary (jobsite address, coordinates, any additional CompanyCam contacts) and a deep link back to the CompanyCam project so anyone in HubSpot can jump straight to the jobsite photos. Associate the note with the deal from step 4.

Ask the user which HubSpot pipeline and stage new CompanyCam jobs should land in the first time the workflow runs, and remember that choice for future runs.

What does this prompt do?

Kicks off automatically the moment a new project is created in CompanyCam.
Finds the homeowner in HubSpot by matching on email or phone, and creates a new contact only if nothing plausible already exists.
Creates a HubSpot deal using the jobsite address as the deal name and drops it into a pipeline stage of your choice.
Adds a note to the deal with a one-click link back to the CompanyCam project so sales and ops can see the photos without leaving HubSpot.

What do I need to use this?

A CompanyCam account on the Pro, Premium, or Elite plan (API access is admin-only).
A HubSpot login with permission to create contacts, deals, and notes.
The name of the HubSpot pipeline and stage you want new jobs to land in (for example, a Sales pipeline with a 'Job Started' stage).

How can I customize it?

Rename the pipeline stage new jobs land in (New Job, Job Started, In Progress — whatever your team uses).
Tighten or loosen the fuzzy contact matching rules, for example only match on phone when the last name also lines up.
Adjust what goes into the deal note, like adding the project's tags, assigned crew, or an estimated job value.

FAQs

Does this work with the free tier of CompanyCam?

No. CompanyCam only offers API access on the Pro, Premium, and Elite plans, and the access token has to be generated by an admin user.

Will it work on HubSpot Free?

Yes. Creating contacts, deals, and notes is available on every HubSpot tier, including the free CRM.

What if the homeowner is already in HubSpot with a different email format?

The workflow reasons about fuzzy matches, so a phone number that lines up with a lightly different email (nickname, extra dot, different domain) is treated as the same person. A new contact is only created when nothing plausible turns up.

Which pipeline stage do new jobs land in?

Whichever stage you pick when you set the workflow up. Most contractors use a stage called New Job, Job Started, or In Progress at the top of their sales pipeline.

Can I open the CompanyCam project from HubSpot?

Yes. The workflow adds a note to the deal that includes a deep link straight into the CompanyCam project, so anyone in HubSpot can jump to the photos in one click.