How to Automate HubSpot with BatchData’s Property and Contact Enrichment API

If you’re tired of dealing with incomplete CRM data in HubSpot, there’s a solution. BatchData‘s API can automatically enrich your contact and property records with verified details like phone numbers, email addresses, and property insights. This integration saves time, improves lead management, and boosts outreach accuracy. Here’s how you can set it up:

• HubSpot API Access: Create a private app in HubSpot and enable specific permissions for contact updates and custom property creation.
• BatchData API Credentials: Get your API key from BatchData to connect their enrichment services.
• Custom Fields in HubSpot: Add fields for property and contact details like phone numbers, property values, and foreclosure status.
• Automated Workflows: Set up workflows in HubSpot to trigger data enrichment when new leads are added.
• Error Handling: Use HubSpot’s API tools to monitor rate limits and handle errors for seamless integration.

How To Use HubSpot API in 2026 (Step-by-Step Guide)

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What You Need Before Starting the Integration

Before diving into the integration process, make sure your environment is ready to support communication between HubSpot and BatchData’s API. By completing the steps below, you can avoid authentication errors and ensure a smooth setup.

Setting Up HubSpot API Access

HubSpot Private Apps provide a Bearer token for API authentication. To create one, head to Integrations > Private Apps in your HubSpot settings and set up a new app. Each HubSpot account can have up to 20 private apps.

When configuring the app, you’ll need to enable two specific scopes. First, select crm.objects.contacts.write to allow BatchData to update contact records with enriched details. Second, enable crm.schemas.contacts.write, which lets the integration create custom properties in HubSpot. These properties can store BatchData fields like foreclosure status, absentee ownership flags, and verified phone numbers. Without these scopes, you’ll encounter "missingScopes" errors when trying to write data.

HubSpot’s CRM API is available across all account tiers, including the Free versions of Marketing, Sales, Service, Content, and Data Hubs. Once you’ve selected the necessary scopes, HubSpot will generate your access token. Be sure to copy and store it securely – you’ll need it for API authentication.

With your HubSpot token in hand, the next step is to retrieve your BatchData API credentials.

Getting Your BatchData API Credentials

Log into your BatchData dashboard to access your API keys. Navigate to the API section, where you’ll find separate keys for services like property search, contact enrichment, and phone verification. Copy these keys and store them securely, as they’ll be required for configuring your integration.

BatchData uses a Pay-As-You-Go pricing model. This means you’re only charged for the enrichment requests you make, giving you the flexibility to scale usage based on your business needs and lead volume – no subscription required.

Tools for Testing API Calls

With both your HubSpot and BatchData credentials ready, it’s time to test your setup using tools like Postman or cURL.

"Postman is a platform that developers can use for building and using APIs. It helps to simplify API lifecycles and streamline collaboration".

"Postman allows you to make calls to your API without setting up your own app".

In Postman, save your Private App Token as {{paToken}} and format the Authorization header as Bearer [YOUR_TOKEN]. If you’re testing webhook integrations, use a unique URL from webhook.site to inspect JSON responses and ensure BatchData fields are correctly mapped to your HubSpot properties.

For additional safety, use a HubSpot sandbox environment during testing. This allows you to validate custom property mapping and batch upsert operations without risking live contact data. It’s a great way to troubleshoot potential issues before going live.

Lastly, keep HubSpot’s API rate limits in mind. Free and Starter accounts can handle 100 calls per 10 seconds, while Professional and Enterprise tiers allow 190 calls per 10 seconds. Plan your enrichment workflows to stay within these limits and avoid disruptions.

Preparing HubSpot to Receive Enriched Data

To make HubSpot compatible with BatchData’s enriched data, you’ll need to set up custom fields that can store details like owner names, pre-foreclosure indicators, and skip-traced phone numbers.

Adding Custom Properties in HubSpot

You can create custom properties in HubSpot either through the platform’s UI or by using the CRM Properties API. Both approaches require you to define a type (data format, such as string or number) and a fieldType (how it displays in the UI, like a text input or date picker).

To create properties using the HubSpot UI, follow these steps:

1. Go to Settings (gear icon) and select Properties.
2. Choose either Contact properties or Company properties, depending on where the enriched data will be stored.
3. Click Create property, then:
   • Enter a Label (e.g., "BatchData Property Value").
   • Assign it to a Group. You can create a dedicated group, such as "BatchData Enrichment", to keep these custom fields organized.

"A consistent naming convention, anchored with clear prefixes and descriptive labels, prevents this mess and keeps your portal organized." – Eric Smith, HubSpot CRM Specialist, SmithDigital

For internal names, use a prefix like bd_ (e.g., bd_owner_phone_number). These names must be lowercase, use underscores, and cannot be changed once created.

Match the field type to the format of the data from BatchData. For example:

• Use "Phone number" for skip-traced numbers.
• Use "Number" for property square footage or estimated equity.
• Use "Date" for last sale dates formatted as MM/DD/YYYY.

If you’re setting up multiple fields simultaneously, streamline the process by using the batch endpoint:

POST /crm/v3/properties/{objectType}/batch/create

This reduces API calls and speeds up configuration. To ensure unique identifiers for upsert operations, set hasUniqueValue: true.

Once the properties are in place, map each one to its corresponding BatchData field to enable smooth data integration.

Matching BatchData Fields to HubSpot Properties

Properly mapping custom properties ensures that HubSpot accurately stores details from BatchData, like owner information and property attributes.

When mapping through the API, always reference the internal name of the property (e.g., property_sq_ft) rather than its display label (e.g., "Property Square Footage"). For dropdowns or checkboxes, use the internal names of the options, as these remain consistent even if display labels change.

For skip-traced phone numbers, map them to a string property with the phonenumber fieldType. This lets HubSpot’s native click-to-dial feature work seamlessly. If you need to clear a property’s enriched data during an update, you can pass an empty string ("") in the API request.

A 2023 Forrester survey found that 25% of teams with poor data quality lost over $5 million annually, while 7% reported losses exceeding $25 million.

Accurate mapping is crucial for efficient updates and maintaining reliable data during enrichment.

Connecting BatchData API to HubSpot

Once your custom properties in HubSpot are ready, the next step is connecting BatchData’s API to automate the enrichment of your records. This integration ensures your data remains accurate and up-to-date.

Authenticating Your API Requests

Both BatchData and HubSpot rely on Bearer tokens for secure API access. To authenticate BatchData requests, include your API token in the HTTP header like this: Authorization: Bearer {YOUR_API_TOKEN}. Also, add Content-Type: application/json to ensure the server processes your JSON payload correctly.

For HubSpot, you’ll need a separate token from a Private App, which should also be included in the header as Authorization: Bearer {HUBSPOT_ACCESS_TOKEN}.

Make sure to store these tokens securely, such as in environment variables, to protect against unauthorized access. Additionally, implement error handling for scenarios like authentication failures or expired tokens. This ensures your enrichment workflows continue running smoothly, even when credentials need updating.

Making Property and Contact Enrichment Requests

To enrich your data, BatchData provides two key endpoints:

• Property details: POST https://api.batchdata.com/api/v1/property/lookup
• Owner contact details: POST https://api.batchdata.com/api/v1/property/skip-trace

When making these requests, include a requests array with address objects. Here’s an example of the payload:

{   "requests": [     {       "propertyAddress": {         "street": "123 Main St",         "city": "Phoenix",         "state": "AZ",         "zip": "85001"       }     }   ] } 

BatchData supports two types of lookups:

• Real-time single-record lookups: Ideal for enriching data as new leads enter HubSpot.
• Bulk processing: Used for updating larger datasets. Be sure to include delays between bulk requests to avoid exceeding API rate limits.

Once you send the requests, process the responses to enrich your HubSpot records with the new data.

Processing API Responses and Updating HubSpot

After receiving the API responses, you’ll need to update HubSpot with the enriched data. BatchData’s responses come as a JSON object containing a results array, which includes property and owner details. Extract key attributes like totalMarketValue, yearBuilt, totalBuildingAreaSquareFeet, and owner contact details.

Map these attributes to your HubSpot properties. For instance:

• BatchData’s totalMarketValue can map to your custom property_value field.
• results[15].owner.phoneNumber can map to HubSpot’s mobilephone property.

Use HubSpot’s batch upsert endpoint (POST /crm/v3/objects/contacts/batch/upsert) to update multiple contacts at once. This approach minimizes API calls and helps you stay within rate limits. The request structure should include an inputs array with contact IDs and a properties object containing the enriched data. Here’s an example:

{   "inputs": [     {       "id": "contact_id_here",       "properties": {         "property_value": "500000",         "year_built": "2010",         "property_size": "2500"       }     }   ] } 

Ensure your data is validated and formatted to meet HubSpot’s requirements. For example:

• Confirm skip-traced phone numbers meet minimum confidence scores.
• Use the MM/DD/YYYY format for date fields.

To handle temporary API issues, add retry logic for failed requests. This ensures your updates are completed without unnecessary interruptions.

Creating Automated Workflows in HubSpot

Once your API connection is set up and your data processing is running smoothly, you’re ready to automate lead enrichment. HubSpot’s workflow engine allows you to trigger enrichment based on specific events and then route leads using the data you’ve gathered.

Example: Automatically Enriching New Real Estate Leads

Let’s say you want to enrich new real estate leads. Start by creating a workflow that triggers whenever a new contact is created. This could happen through a form submission, manual data import, or a gated content download.

Use the "Send a webhook" action (available in Data Hub Professional and Enterprise plans) to call BatchData’s Property Lookup or Skip Trace API. Include the lead’s property address details – street address, city, state, and ZIP code – in the webhook payload. For more advanced data handling, you can use the "Custom code" action to execute JavaScript that processes BatchData’s response. This lets you pull specific fields, such as totalMarketValue, yearBuilt, or owner contact details.

Once the API call completes, add an "Edit records" action to map the enriched data to your HubSpot properties. You can adjust the overwrite rules based on your needs – choose between "Fill blank only" or "Overwrite existing data."

To focus on high-value leads, include an "If/then branch" after enrichment. For example, if a property’s value exceeds $500,000, route the lead to a senior agent and trigger a notification. RE/MAX Romania used similar automation in HubSpot, resulting in a 114% increase in leads and a 24% rise in customers over six years. They also doubled their automated email volume through nurturing campaigns.

"It works really well in trying to align sales and marketing together. It keeps everyone on the same page." – G2 Reviewer

Finally, you can use HubSpot’s workflow actions to map and standardize the enriched data for seamless integration into your CRM.

Using Workflow Actions to Map Data

HubSpot offers several workflow actions to map BatchData’s API responses to your CRM properties. The key lies in setting up these actions in the right order.

When using the "Custom code" action, define specific outputs – like property owner name, equity amount, or square footage – within the workflow editor. This makes these data points available for mapping in later steps. Follow this with an "Edit records" action to assign the outputs from the custom code to the appropriate CRM properties.

If you need to reformat API responses (e.g., standardizing phone numbers or converting all-caps addresses), add a "Format data" action between the API call and the record update. This ensures consistency, such as formatting dates in the MM/DD/YYYY structure.

This automation ensures consistent enrichment for every new lead, strengthening your data strategy. Keep in mind that HubSpot workflows process each record individually, not in batches. To avoid errors, consider adding a short delay (5–10 seconds) after the API call. This gives BatchData’s response time to process fully before triggering sales alerts or routing actions. By implementing this, your team gets accurate, complete lead information every time.

Managing Performance and Handling Errors

Keeping your BatchData enrichment running smoothly with HubSpot requires careful performance management and error handling. Regularly monitor performance metrics and address any failures promptly. You can track your usage by checking HTTP response headers like X-HubSpot-RateLimit-Remaining (for the current 10-second window) and X-HubSpot-RateLimit-Daily-Remaining (for your 24-hour quota) [28].

Working Within API Rate Limits

HubSpot enforces API rate limits, which, if exceeded, can disrupt your automation processes. There are two main limits to consider:

• 10-second rolling burst limit: Typically allows 100–150 requests.
• Daily total limit: Ranges from 250,000 to 500,000 requests, depending on your subscription tier [28].

To avoid hitting these limits, switch to batch endpoints wherever possible. For example, HubSpot’s Batch API (POST /crm/v3/objects/contacts/batch/update) lets you process up to 100 records in a single call, cutting your quota usage by as much as 60% compared to individual requests [27]. If you encounter a 429 Too Many Requests error, use exponential backoff with jitter (e.g., wait 1, 2, then 4 seconds with a random delay) to avoid overlapping retries. Also, check the Retry-After header in 429 responses to determine the appropriate wait time [28][29].

For high-volume tasks, streamline your payloads by requesting only essential properties, such as ?properties=email,firstname, instead of retrieving full objects. This can cut processing times by up to 70% and reduce the likelihood of timeout errors [27]. Additionally, implement caching for frequently accessed data, which can lower API call volume by up to 75% [27].

Once your API calls are optimized, focus on identifying and resolving any failed enrichment requests.

Handling Failed Enrichment Requests

When an enrichment request fails, capture the correlationId from HubSpot’s error response. This ID is crucial for tracking individual failed requests during debugging or when reaching out to support [29]. For batch operations, use the objectWriteTraceId to trace specific errors in a 207 Multi-Status response back to your original data [29][30]. Be aware that a "COMPLETE" status doesn’t guarantee success – always check the numErrors field to spot partial failures [29][30].

Apply targeted retry strategies based on the type of error:

• 423 Locked errors: Common during large upserts; wait at least 2 seconds before retrying.
• 5xx server errors: Pause briefly and retry.
• 4xx errors (except 429): These often indicate authentication or validation issues that need manual correction [29].

HubSpot workflows automatically retry 429 Too Many Requests errors up to 10 times over 24 hours, while custom code actions may retry for up to three days [29].

To minimize errors, validate your data before sending it to HubSpot. For instance, ensure that a "discount" field contains a valid number that matches the expected property type. Also, set up alerts for 401 Unauthorized errors, as they often signal expired API keys or permission changes that require immediate attention [25].

Testing and Going Live

Before enabling BatchData enrichment in your live HubSpot account, it’s important to test the integration in a safe environment. If you’re a HubSpot Enterprise customer, you can use Standard Sandbox Accounts. These accounts mirror the features and functionality of your production environment and are available for Marketing, Sales, Service, Data, Content, and Commerce Hubs [33][34]. To set one up, go to Settings > Account Management > Sandboxes and click Create sandbox [34].

For those without an Enterprise subscription, you can create a free Developer Test Account through a HubSpot App Developer Account [31][32]. While these accounts require you to manually set up data, they provide a secure space to test your integration without affecting live data.

Testing in a Sandbox Environment

When testing, create a Private App within your sandbox environment. This generates a unique access token, ensuring all API calls are directed to the test environment instead of production [32]. Use this token to authenticate BatchData enrichment requests and verify that your property mappings are correctly configured.

Test using sample data or synced contacts to confirm that BatchData’s enriched fields – like property details, contact information, and phone numbers – are populating the appropriate HubSpot custom properties. After updating a contact, use HubSpot’s Batch Read API (/crm/v3/objects/contacts/batch/read) to verify the updates. Check the updatedAt timestamp to ensure it aligns with your test and confirm that the numErrors field is zero. Keep in mind, a "COMPLETE" status doesn’t always mean success if some records failed.

To maintain consistency between environments, use a custom "External Record ID" since record IDs can differ across environments [34]. Additionally, review the Activity Log under Sandboxes settings to catch any failed assets or deployment errors before moving forward [34].

Once you’ve confirmed accurate property mapping through sandbox testing, you’re ready to move to production.

Deploying to Production and Monitoring

After completing sandbox testing, transition to the live environment. Start by creating a new Private App and API token in production. Replace the sandbox credentials in your integration code with the production credentials, and then deploy the BatchData enrichment workflow to your live environment. This step ensures your automation is fully operational, continuously enriching your real estate lead data.

To maintain performance, set up monitoring for API metrics like response times, failure rates, and quota usage. Keep an eye on HubSpot’s HTTP response headers, such as X-HubSpot-RateLimit-Remaining and X-HubSpot-RateLimit-Daily-Remaining, to ensure you stay within your limits. Log API requests and configure real-time alerts for critical issues, like spikes in failure rates or 401 errors. Use HubSpot’s reporting tools to build automated dashboards that track enrichment success rates and help you spot any potential data quality problems early on.

Conclusion

Integrating BatchData’s API with HubSpot can revolutionize CRM management for real estate businesses. By following this guide – covering everything from API access to workflow automation and sandbox testing – you can replace tedious manual research with verified, real-time data updates.

This integration immediately upgrades your CRM by enriching records with property values, owner demographics, and contact details as new leads come in. With this automation, your team can focus on personalized outreach and closing deals rather than data entry. Features like automated lead scoring based on property attributes help identify and prioritize high-value prospects, enabling quicker, more strategic actions.

Real-time enrichment through webhook triggers ensures your CRM updates within seconds, giving your sales team the insights they need to connect with property owners effectively. This real-time data flow not only improves connection rates but also boosts conversion opportunities by keeping your team informed and ready to act.

To get the most out of this integration, start with a phased rollout. Test a pilot workflow with a specific area or lead source to confirm technical accuracy and operational efficiency before expanding to your entire operation. Use HubSpot’s rate limit headers to monitor API usage and set alerts to maintain smooth automation as lead volumes grow. These strategies will help you maintain consistent data quality and scale your business confidently.

FAQs

How do I match BatchData fields to HubSpot properties?

When working to align BatchData fields with HubSpot properties, you’ll need to map each BatchData field to the appropriate HubSpot property name or ID. This step ensures that every field in BatchData corresponds to a properly defined property in HubSpot.

When sending API requests for bulk property creation or updates, make sure to include these property names or IDs. Doing so guarantees smooth synchronization and enhances data accuracy throughout the integration process.

What should I do when HubSpot rate limits my API calls?

If you’re running into rate limits with HubSpot’s API, here are a few ways to manage it effectively:

• Implement exponential backoff with jitter: This approach helps handle delays and errors more efficiently, ensuring your system adapts to temporary restrictions without overwhelming the API.
• Switch to Batch or Bulk API endpoints: These endpoints allow you to combine multiple operations into a single request, reducing the total number of API calls.
• Streamline payloads and queries: Focus on requesting only the data you genuinely need. This minimizes unnecessary load and keeps your requests lean.
• Keep an eye on API usage: Regularly monitor your usage metrics to stay ahead of potential rate limit issues and adjust your strategy as needed.

By following these steps, you can keep your workflows running without unnecessary interruptions.

How can I avoid overwriting good data during enrichment?

To avoid overwriting accurate data when using BatchData’s API, consider implementing selective enrichment. This approach targets only missing or outdated fields for updates, leaving accurate information untouched. Before making any updates, validate your existing data to ensure its accuracy. Additionally, configure the API settings to merge data intelligently, so valid information remains unaltered. These steps help maintain the integrity of your data while improving the quality of your CRM.

Related Blog Posts

• How to Automate GoHighLevel with Property Data Enrichment Using BatchData’s API
• GoHighLevel + BatchData: Automatically Enrich Real Estate Leads with Property & Contact Data
• How to Automate Podio CRM with BatchData’s Property and Contact Data Enrichment API
• Podio for Real Estate: Auto-Enrich Property Records with BatchData’s Developer API