Property Tree, mirrored into HubSpot. Hourly. One-way. Boring.
A HubSpot app you install in three clicks. Paste your Property Tree API key. Run a read-only smoke test. Unpause. Properties, tenancies, ownerships and contacts mirror into HubSpot on the hour, every hour. PT stays authoritative. HubSpot becomes the discovery and outreach layer on top.
The shape of the problem
PT is where the data lives. HubSpot is where the work happens. They don’t talk.
Without the sync
- Sales chase landlord leads in HubSpot. Operations onboard the property in Property Tree. The two sides re-key the same data.
- Owner-facing renewal campaigns run from HubSpot but can’t segment by lease end date because lease data isn’t in HubSpot.
- A property manager wants a list of all properties with rent reviews due next month. They build it in Excel by hand.
- Marketing reports on "active properties" with a number that’s a fortnight stale. Or right. Nobody’s sure.
- Duplicate contacts because the BD team enters the owner in HubSpot, then operations enters them again in PT, then the next sync rebuilds the mess.
With the sync
- PT remains the system of record for property data. Trust-accounting source of truth, untouched.
- Every PT property is a HubSpot record with current lease, rent, vacate date and next rent review date as native HubSpot properties.
- HubSpot lists, workflows, reports and owner outreach all operate on live PT data without a human touching either system.
- New owners and tenants flow into HubSpot as contacts, matched to the property record, deduplicated against existing contacts by email.
- Stale-data anxiety goes away. The "as at" timestamp is on every record. Last sync is on the settings page.
What lands in HubSpot
Seven PT entities, mapped to HubSpot the way HubSpot expects them.
Properties
Address, type, bedrooms, bathrooms, key number, plus the current lease (start, end, original start, vacate date, next rent review) and current rent (amount + period). Mapped as a HubSpot custom object — or your existing one if you already have a property object.
Tenancies
Tenancy history per property, associated to the property record. The active tenancy (non-vacated, most recent lease start) is denormalised onto the property for easy filtering and reporting.
Ownerships
Owner records per property. The ownership association is preserved so a single owner with three properties shows up correctly in HubSpot.
Contacts
Tenant and owner contacts as HubSpot contacts. Deduplicated by email against your existing HubSpot contacts. Marked with a PT-origin tag so your sales team can see where the contact came from.
Tasks · Maintenance · Inspections
Optional sync into HubSpot tickets, scoped per pipeline. Useful if you want renewal reminders, maintenance status or upcoming inspections visible inside HubSpot deal records.
A link back to PT
Every synced record carries a deep link straight back into Property Tree. One click from the HubSpot record to the authoritative PT view. No need to search PT by address.
The install
Three steps. About an hour. The first 55 minutes are waiting for the PT API key.
01 —
Install the app
Standard HubSpot OAuth. You click "install", choose the portal, approve the scopes. Done. The app appears in your connected apps list. It is paused by default — nothing happens yet.
02 —
Paste the PT API key
In-HubSpot settings page. Paste the key from your Property Tree integrations contact, save. Stored encrypted in AWS Secrets Manager, scoped to your portal, never logged.
03 —
Smoke test → unpause
Click "Run smoke test". Read-only — pulls three properties with full context and shows you what would be written to HubSpot. We sit with you for 30 minutes, confirm the mapping, you unpause. First sync runs immediately.
How it’s built
A HubSpot public app. AWS Lambda backend. A local mirror so the sync only writes diffs.
The app is a HubSpot 2025.2 public app — installs via OAuth, lives in your connected apps, ships with its own in-HubSpot settings page. The backend is AWS Lambda hitting the Property Tree REST API on an hourly schedule, with per-tenant secrets isolated in AWS Secrets Manager.
Each sync cycle: pull from PT → hash the record → diff against a local DynamoDB mirror → push the diff to HubSpot. Unchanged records are a no-op. Changed records are a single targeted HubSpot write. Deleted records are archived, not destroyed.
Duplicate prevention is a five-layer defence: HubSpot unique-constraint on the PT id, the local mirror, the smoke-test dry-run, fallback matching by address, and a reconciliation tool with merge audit trail. Each layer assumes the previous one has failed.
Multi-tenant from day one — every install gets its own AWS Secrets Manager namespace and its own mirror partition. One tenant’s data never touches another tenant’s sync.
Operational guarantees
- Read-only by default. The first thing a new install can do is run a smoke test. The sync is paused until you say go.
- Diffs only. Unchanged records are not rewritten. HubSpot’s API quota is respected.
- Last-sync visibility. In-HubSpot settings page shows last sync timestamp, counts, errors, current pause state.
- Per-tenant isolation. Secrets, mirror partitions, audit logs are all scoped to portal id.
- Graceful PT degradation. PT API outage logs the error and leaves HubSpot data untouched. No half-written sync.
- Reconciliation tool. If a duplicate ever does land we have a merge tool with a full audit trail.
FAQs
Eleven questions we get on the first call.
Why one-way only? Why not bi-directional?+
Property Tree is the system of record for property data. Writing back from HubSpot creates merge conflicts, audit-trail gaps, and the risk that a HubSpot workflow corrupts your trust-accounting source of truth. One-way keeps PT authoritative and turns HubSpot into the discovery, reporting and outreach layer on top. If you genuinely need writeback for a specific workflow we build it as a separate, gated path with explicit owner approval.
What does the install actually take?+
Three steps. (1) Install the app into your HubSpot portal — standard OAuth. (2) Paste your Property Tree API key into the in-HubSpot settings page. (3) Run the read-only smoke test. We then sit with you for thirty minutes to walk through what would land in HubSpot, confirm the field mapping, and unpause the sync. The first full sync runs immediately after that. Total elapsed: about an hour, mostly waiting on PT to issue the API key.
We already have properties in HubSpot as a custom object. Will this duplicate them?+
No. The app supports two install modes. Greenfield installs get our pt_property custom object. Brownfield installs (you already have a property object) get a per-tenant field-mapping config — we point the sync at your existing object and map fields by name. We confirm the mapping in the smoke-test step before any writes happen, so a wrong mapping is caught at zero risk.
How are duplicates prevented?+
Five layers. (1) HubSpot unique-constraint property on pt_property_id — the database physically refuses a duplicate. (2) A local mirror in DynamoDB so the sync knows what it already wrote. (3) The smoke-test dry-run before the first real write. (4) Fallback matching by address + management id when an id is missing. (5) A reconciliation tool we run if a mismatch ever does land, with merge audit trail. Duplicate prevention is a design goal of the app, not an afterthought.
What gets synced and how often?+
Properties, tenancies, ownerships, tenant + owner contacts, tasks, maintenance jobs, and inspections. Hourly poll by default — Property Tree does not offer webhooks or delta endpoints, so a poll is what the API gives us. We diff against the local mirror and only write changes, so a poll cycle on an unchanged portfolio is a no-op in HubSpot. Manual "sync now" button in the settings page when you need an immediate pull.
Can we customise the field mapping?+
Yes. The field map is per-tenant config, stored against your portal id. Default mapping covers the standard PT fields. We add overrides for anything bespoke — your internal property reference, a custom owner classification, a tag taxonomy. Changes are reviewable in markdown before they go live and take effect on the next sync cycle.
What about deleted records in Property Tree?+
Records that disappear from PT are archived in HubSpot, not deleted. The mirror records the last-seen state, the timestamp, and the reason (vacated, sold, withdrawn). You can choose to hard-delete archived records on a configurable schedule, but the default is "keep the history, hide from the active list" so existing HubSpot deal associations are not broken.
How does the PT API key stay safe?+
You paste it into the in-HubSpot settings page once. It is sent over TLS, stored encrypted in AWS Secrets Manager scoped to your portal id, and never logged. The sync workers fetch it just-in-time per cycle and discard it from memory. No human at our end ever sees it. If you rotate the key, paste the new one and the old secret is overwritten on the next save.
Is it on the HubSpot marketplace?+
It is built as a HubSpot public marketplace app and currently available by invitation while we complete certification. If you want it now we install it as an unlisted app against your portal — same code, same OAuth, just not yet in the public catalogue. Marketplace listing is on the roadmap once we have a handful of production installs under the belt.
What does it cost?+
A fixed setup fee covering install, field-mapping configuration, smoke-test review and the first sync — in the AUD $5k–$10k range depending on whether you need bespoke field mapping or are happy with the default. Ongoing hosting is a flat monthly fee covering the AWS infrastructure, monitoring and minor support. We are deliberately not pricing per record or per sync. Big portfolios do not cost more to run than small ones at the volumes we see.
What if Property Tree changes their API?+
We monitor PT API changes and roll fixes into the app — every install gets the update on the next sync cycle, no per-tenant migration. The mirror layer gives us a safety net: if PT returns a malformed response one cycle, the sync logs an error and the existing HubSpot data is untouched. We do not "fail open" by writing partial data.
Request access
Tell us about your setup. We’ll come back within a business day.
We need a handful of details to scope the install: your HubSpot portal, your Property Tree footprint, whether you have an existing property object in HubSpot, and roughly when you’d like to be live. We come back with the install link and a 30-minute walkthrough booking.
Request form will appear here once provisioned in HubSpot.
In the meantime, send the same details to tom.leyden@redyellowblue.com.au and we’ll respond same business day.