Automate Todoist + HubSpot with GAIA
Create Todoist follow-up tasks from HubSpot CRM activities and sync deal tasks automatically
HubSpot tracks every deal, contact interaction, and pipeline stage, but turning those CRM events into personal action items requires constant manual translation. Sales reps and account managers often rely on a personal task manager like Todoist to stay on top of their follow-ups, but keeping Todoist in sync with what's happening in HubSpot is a full-time job in itself.
GAIA automates this translation layer. When a deal moves to a new stage in HubSpot that requires a follow-up, GAIA creates a Todoist task with the deal name, company, stage, and due date pre-filled. When a contact opens a proposal or a meeting is logged, GAIA can trigger a follow-up task in Todoist automatically. Completed Todoist tasks are logged back to HubSpot as activities so your CRM stays accurate without double entry.
This integration is built for sales reps, account executives, and customer success managers who want to use Todoist for their personal workflow discipline while keeping HubSpot as the authoritative system of record for all customer interactions.
5 things you can automate
Everything GAIA can do when Todoist and HubSpot are connected.
Create follow-up tasks from deal stage changes
When a HubSpot deal advances to a new pipeline stage, GAIA creates a Todoist follow-up task with the deal name, contact, company, and a suggested follow-up due date so no deal progresses without a next action.
Task creation from contact activity
When a HubSpot contact opens an email, visits a key page, or submits a form, GAIA creates a timely Todoist follow-up task so you can strike while engagement is highest without manually monitoring HubSpot activity feeds.
Log completed Todoist tasks back to HubSpot
When you complete a Todoist task linked to a HubSpot deal or contact, GAIA logs the activity back to HubSpot with a timestamp and note, keeping your CRM records accurate without requiring you to open HubSpot.
Meeting prep task generation
The day before a scheduled HubSpot meeting, GAIA creates a Todoist preparation task with the contact name, company, deal stage, and recent activity summary so you're always ready without last-minute scrambling.
Overdue deal follow-up alerts
GAIA monitors HubSpot for deals that haven't had activity in a defined period and creates urgent Todoist tasks for the responsible rep, ensuring stalled deals get proactive attention before they go cold.
How to set it up
Connect Todoist and HubSpot to GAIA in three steps.
- 1
Connect Todoist and HubSpot to GAIA
Authorize Todoist and your HubSpot portal in GAIA's integration settings. GAIA uses HubSpot's private app tokens and Todoist's OAuth to access only the pipelines, deals, and contacts you specify.
- 2
Define HubSpot triggers and task templates
Choose which HubSpot events create Todoist tasks — deal stage changes, email opens, meeting completions, or form submissions — and define the task template including due date rules and Todoist project destination.
- 3
GAIA automates the CRM-to-task and task-to-CRM loop
GAIA monitors HubSpot in real time for trigger events and creates Todoist tasks automatically. When those tasks are completed, GAIA logs the activity back to HubSpot so both systems stay current.
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