✨ Module 3: Sell Smarter

Hey 👋 Michael & Thibaut again from the Sortlist Innovation Lab.

Give us 5 minutes to show you how to let Sortlist fill your CRM for you so you stop losing time with copy-paste and start winning more deals.

🚀 Step 1 – Trigger: Sortlist Application Sent

Every time you apply to a project on Sortlist, that event is fired:

👉 Application Sent = your proposal just landed in front of the client.

At this stage anonymity is lifted, you have full project details and direct contacts.

That’s the perfect moment to automatically create a Deal in HubSpot.

🛠️ Step 2 – Zapier Setup

Go to Zapier or in your Sortlist Integration Hub https://app.sortlist.com/<YourProfileSlug>/integrations
Create a new Zap or use a prefilled Workflow for you.
Choose Sortlist → Application Sent as the trigger.
- This means: “When I send an application on Sortlist…” I can trigger all the data from Sortlist to any other software.
Add HubSpot → Create Deal as the action.
- Mandatory* field to map:
  - Name* = Sortlist.Title
  - Deal Pipeline* = Hubspot.Deal Pipeline (default pipeline)
  - Deal Stage*= Hubspot.Appointment Scheduled (default first pipeline stage)
- Recommended fields to map:
  - Deal Revenue: Amount = Sortlist.[Budget Max]
  - Deal Information: Create Date = Sortlist.[Applied At]
  - Deal Information: Description = Sortlist.[Briefing Description]
  ⚠️ To ensure smooth navigation between HubSpot and Sortlist, and to avoid losing track of your opportunities in HubSpot, we have highly recommend creating two custom properties on your deals.
  - Custom Field: Sortlist_Opportunity_ID → ensures you can track and easily find the opportunity in the future.
  - Custom Field: Sortlist_Opportunity_URL → helps users navigate from HubSpot back to the Sortlist opportunity with ease.
- On HubSpot: We highly recommend creating the necessary custom deal property fields before setting up the integration.
  👉 See guide: Create a custom deal property in HubSpot
Test the Zap ⚡️ the data should be sent to Hubspot, verify the mapping in Hubspot
You should now see a Sortlist Opportunity test deal created inside the Deal Pipeline you selected for the integration.
✨ Et voilà! Publish your Zap — congratulations, you’ve successfully connected Sortlist to your CRM! 🎉

Important Note: In this example, we have picked the first stage of the default CRM pipeline on HubSpot for simplicity. In more advanced training, we will explore how to manage pipeline stages for better deal follow-ups and customization.

🎉 Step 3 – Enjoy Your Micro-Win

From now on:

No more manual data entry.
Deals appear instantly in HubSpot.
Your pipeline stays always fresh and clean.

👏 Congrats! You’ve unlocked zero copy-paste and cleaner pipelines.

📚 Want to Go Deeper?

Here’s the Sortlist Opportunity Application Sent data structure if you want to enrich your deals with even more data.
In the next workshop we’ll cover avoiding duplicates and syncing Contacts, Companies, and Deals across both platforms.
Important note: CRM → Sortlist sync (actions back) is not live yet, but it’s on our roadmap 👀 .

💌 Need Help?

Got stuck or have a special CRM setup? Ping us anytime at innovation@sortlist.com.

We’re building this lab with you — every feedback helps us make Sortlist more powerful.

💡 Extra Tips

Need help creating your custom properties?

As explain to ensure smooth navigation between HubSpot and Sortlist — and to avoid losing track of your opportunities in HubSpot — we highly recommend creating two custom properties on your deals:

Sortlist Opportunity ID
Sortlist Opportunity URL

How to create a custom property in HubSpot:

Go to HubSpot → Settings → Objects → Deals
Open Properties
Click Create Property
Define the property name and format type (text is usually enough)
Save and add it to your Deal View

Create Property

Name your property and define its format type (see example below):

First custom field → Sortlist Opportunity ID = Sortlist.ID
This ensures you can track and easily find the opportunity in the future.

Second custom field → Sortlist Opportunity URL = Sortlist.Opportunity_URL

This makes it easy for your team to jump from HubSpot back to the Sortlist environment in a single click.

You should now be able to find the two custom properties attached to your deals in the Properties section. We recommend editing your Deal view and adding them as default properties so they are always visible in your deals.