Agent Skills: HubSpot Known Pitfalls

HubSpot Known Pitfalls

Overview

Ten real-world HubSpot API anti-patterns with correct alternatives, covering authentication, rate limits, search, associations, and data handling.

Prerequisites

• Access to HubSpot integration codebase
• Understanding of HubSpot CRM v3 API

Instructions

Pitfall 1: Using Deprecated API Keys

// BAD: API keys were deprecated in 2022 and removed from SDK v10+
const client = new hubspot.Client({ apiKey: 'your-api-key' }); // REMOVED

// GOOD: Use private app access token
const client = new hubspot.Client({
  accessToken: process.env.HUBSPOT_ACCESS_TOKEN!, // pat-na1-xxxxx
  numberOfApiCallRetries: 3,
});

Pitfall 2: Not Using Batch Operations

// BAD: N API calls to read N contacts (hits rate limit fast)
for (const id of contactIds) {
  const contact = await client.crm.contacts.basicApi.getById(id, ['email']);
  // 100 contacts = 100 API calls
}

// GOOD: 1 API call for up to 100 contacts
const batch = await client.crm.contacts.batchApi.read({
  inputs: contactIds.map(id => ({ id })),
  properties: ['email', 'firstname'],
  propertiesWithHistory: [],
});
// 100 contacts = 1 API call

Pitfall 3: Ignoring Search Limits

// BAD: Search API has a hard limit of 10,000 results total
// You cannot page past this limit with `after`
const allResults = [];
let after = 0;
do {
  const page = await client.crm.contacts.searchApi.doSearch({
    filterGroups: [], properties: ['email'], limit: 100, after, sorts: [],
  });
  allResults.push(...page.results);
  after = page.paging?.next?.after;
} while (after); // STOPS at 10,000 regardless

// GOOD: Use getPage for full exports (no 10K limit)
async function* getAllContacts(properties: string[]) {
  let after: string | undefined;
  do {
    const page = await client.crm.contacts.basicApi.getPage(100, after, properties);
    yield* page.results;
    after = page.paging?.next?.after;
  } while (after); // No upper limit
}

Pitfall 4: Wrong Association Type IDs

// BAD: Guessing association type IDs
await client.crm.associations.v4.basicApi.create(
  'contacts', contactId, 'companies', companyId,
  [{ associationCategory: 'HUBSPOT_DEFINED', associationTypeId: 999 }] // wrong ID!
);
// Error: "association type id 999 doesn't exist between contact and company"

// GOOD: Use documented default type IDs
const ASSOC_TYPES = {
  CONTACT_TO_COMPANY: 1,    // Primary company
  CONTACT_TO_DEAL: 3,
  COMPANY_TO_DEAL: 5,
  CONTACT_TO_TICKET: 16,
  NOTE_TO_CONTACT: 202,
  TASK_TO_CONTACT: 204,
  NOTE_TO_DEAL: 214,
};

await client.crm.associations.v4.basicApi.create(
  'contacts', contactId, 'companies', companyId,
  [{ associationCategory: 'HUBSPOT_DEFINED', associationTypeId: ASSOC_TYPES.CONTACT_TO_COMPANY }]
);

// Or look up dynamically:
// GET /crm/v4/associations/contacts/companies/labels

Pitfall 5: Creating Duplicate Contacts

// BAD: Create without checking if contact exists
await client.crm.contacts.basicApi.create({
  properties: { email: 'jane@example.com', firstname: 'Jane' },
  associations: [],
});
// If jane@example.com exists: 409 Conflict error

// GOOD: Search first, then create or update
async function upsertContact(email: string, props: Record<string, string>) {
  const existing = await client.crm.contacts.searchApi.doSearch({
    filterGroups: [{
      filters: [{ propertyName: 'email', operator: 'EQ', value: email }],
    }],
    properties: ['email'], limit: 1, after: 0, sorts: [],
  });

  if (existing.results.length > 0) {
    return client.crm.contacts.basicApi.update(existing.results[0].id, { properties: props });
  }
  return client.crm.contacts.basicApi.create({
    properties: { email, ...props },
    associations: [],
  });
}

// BETTER: Use batch upsert (single API call)
await client.apiRequest({
  method: 'POST',
  path: '/crm/v3/objects/contacts/batch/upsert',
  body: {
    inputs: [{ properties: { email: 'jane@example.com', firstname: 'Jane' }, idProperty: 'email', id: 'jane@example.com' }],
  },
});

Pitfall 6: Requesting All Properties

// BAD: No properties specified = returns ALL default properties
const contact = await client.crm.contacts.basicApi.getById('123');
// Returns ~50+ properties you don't need, slower response

// GOOD: Request only what you need
const contact = await client.crm.contacts.basicApi.getById('123', [
  'email', 'firstname', 'lastname', 'lifecyclestage',
]);
// Returns only 4 properties, faster response

Pitfall 7: Hardcoding Pipeline Stage IDs

// BAD: Stage IDs are portal-specific, not universal
const deal = await client.crm.deals.basicApi.create({
  properties: {
    dealname: 'New Deal',
    dealstage: 'appointmentscheduled', // this default ID might not exist
    pipeline: 'default',               // might not be called "default"
  },
  associations: [],
});

// GOOD: Fetch pipelines first, then use IDs
const pipelines = await client.crm.pipelines.pipelinesApi.getAll('deals');
const salesPipeline = pipelines.results[0]; // or find by label
const firstStage = salesPipeline.stages.sort(
  (a, b) => Number(a.displayOrder) - Number(b.displayOrder)
)[0];

const deal = await client.crm.deals.basicApi.create({
  properties: {
    dealname: 'New Deal',
    dealstage: firstStage.id,
    pipeline: salesPipeline.id,
  },
  associations: [],
});

Pitfall 8: Not Handling 409 Conflict on Associations

// BAD: Creating association without checking if it exists
// (Some association types allow only one, e.g., primary company)
try {
  await client.crm.associations.v4.basicApi.create(
    'contacts', contactId, 'companies', companyId,
    [{ associationCategory: 'HUBSPOT_DEFINED', associationTypeId: 1 }]
  );
} catch (error) {
  // 409: Association already exists -- this is actually OK!
  // Don't treat as error
}

// GOOD: Catch 409 gracefully
async function ensureAssociation(
  fromType: string, fromId: string, toType: string, toId: string, typeId: number
) {
  try {
    await client.crm.associations.v4.basicApi.create(
      fromType, fromId, toType, toId,
      [{ associationCategory: 'HUBSPOT_DEFINED', associationTypeId: typeId }]
    );
  } catch (error: any) {
    if (error?.code !== 409) throw error;
    // Association already exists -- idempotent success
  }
}

Pitfall 9: Polling Instead of Using Webhooks

// BAD: Polling for changes wastes API calls
setInterval(async () => {
  const updated = await client.crm.contacts.searchApi.doSearch({
    filterGroups: [{
      filters: [{
        propertyName: 'lastmodifieddate',
        operator: 'GTE',
        value: String(Date.now() - 60000),
      }],
    }],
    properties: ['email'], limit: 100, after: 0, sorts: [],
  });
  processChanges(updated.results);
}, 60000); // 1,440 API calls/day just for polling

// GOOD: Use webhooks (0 API calls for change detection)
// Set up webhook subscription in your HubSpot public app for:
// - contact.propertyChange
// - deal.propertyChange
// - contact.creation
// See hubspot-webhooks-events skill

Pitfall 10: Using the Wrong API Endpoint Version

// BAD: Using legacy v1/v2 endpoints
const response = await fetch(
  `https://api.hubapi.com/contacts/v1/contact/email/${email}/profile`,
  { headers: { Authorization: `Bearer ${token}` } }
);
// Legacy endpoints may be deprecated and have different auth requirements

// GOOD: Use CRM v3 API with the SDK
const result = await client.crm.contacts.searchApi.doSearch({
  filterGroups: [{
    filters: [{ propertyName: 'email', operator: 'EQ', value: email }],
  }],
  properties: ['firstname', 'lastname', 'email'],
  limit: 1, after: 0, sorts: [],
});

Quick Scan Commands

# Detect these pitfalls in your codebase
grep -rn "apiKey:" src/ --include="*.ts"                    # Pitfall 1
grep -rn "basicApi.getById" src/ | wc -l                   # Pitfall 2 (if > 10, use batch)
grep -rn "contacts/v1\|deals/v1\|companies/v2" src/        # Pitfall 10
grep -rn "setInterval.*hubspot\|setInterval.*crm" src/     # Pitfall 9
grep -rn "pat-na1-" src/ --include="*.ts" --include="*.js" # Token leak

Quick Reference Card

| Pitfall | Detection | Fix | |---------|-----------|-----| | Deprecated API keys | grep "apiKey:" | Use accessToken | | No batching | Many getById calls | Use batchApi.read | | Search > 10K | Search with after past 10K | Use getPage | | Wrong association IDs | 400 errors on associate | Use documented type IDs | | Duplicate contacts | 409 on create | Search first or batch upsert | | All properties | No properties param | Specify needed fields | | Hardcoded stage IDs | Stage not found errors | Fetch pipelines dynamically | | Association conflict | 409 on associate | Catch and ignore 409 | | Polling for changes | High API call volume | Use webhooks | | Legacy API versions | /v1/ or /v2/ URLs | Use CRM v3 SDK |

Resources

• CRM API Guide
• Batch Operations
• Search API Limits
• Association Types