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Airtable to CRM Sync

Compare your Airtable contacts against HubSpot or Salesforce. Find the gaps, spot the mismatches, and fix them without spreadsheet gymnastics.

CRM syncData cleanupDeduplicationLead management

The Challenge

Your team collects leads in Airtable from events, forms, and partnerships. Your sales team lives in HubSpot. Every week someone exports a CSV, cleans it up, and imports it into the CRM. Records get duplicated. Phone numbers go stale. Nobody knows which system has the truth.

What This Prompt Does

Read Airtable

Pull all contacts from your Airtable source table

Match in CRM

Look up each contact by email in HubSpot or Salesforce

Find Gaps

Identify missing records and field mismatches

Sync Data

Optionally update the CRM with missing or fresher data

The Prompt

The Prompt

Task

Compare contacts in an Airtable base against HubSpot (or Salesforce). Find records that exist in one system but not the other, flag mismatches, and update stale data.

Input

The user provides:

  • Airtable base ID and table name with their contacts
  • Which CRM to sync with (HubSpot or Salesforce)
  • The matching field (usually email)
  • What to do with mismatches: report only, or update the CRM

Example: "Compare my 'Event Leads' Airtable table against HubSpot contacts by email. Update HubSpot with any missing phone numbers."

Context

Sync Strategy

  1. Use @Airtable/Get Base SchemaName it "Airtable/Get Base Schema" and call it with @Airtable/Get Base Schema to understand the table structure
  2. Use @Airtable/Search RecordsName it "Airtable/Search Records" and call it with @Airtable/Search Records to pull all contacts from the Airtable table
  3. For each contact, use @HubSpot/Search ContactsName it "HubSpot/Search Contacts" and call it with @HubSpot/Search Contacts to find them by email in the CRM
  4. Compare fields between the two systems
  5. If updating: use @HubSpot/Update ContactName it "HubSpot/Update Contact" and call it with @HubSpot/Update Contact to push missing or newer data to the CRM

What to Compare

  • Contact exists in Airtable but not in CRM (new lead)
  • Contact exists in CRM but not in Airtable (missing from source)
  • Fields that differ: phone, title, company, etc.
  • Which record is more recent (if timestamps available)

Rules

  • Never overwrite CRM data unless the user explicitly asks
  • Default to reporting mismatches rather than fixing them
  • Match on email (case-insensitive)

Output

Sync Summary:

  • Total contacts in Airtable: X
  • Found in CRM: Y
  • Missing from CRM: Z (list names/emails)
  • Field mismatches: N (list specific differences)

If updating:

  • Records updated: X
  • Fields changed per record

Mismatches Table: | Name | Email | Field | Airtable Value | CRM Value | |------|-------|-------|----------------|-----------|

Example Usage

Try asking:

  • →"Compare my Event Leads table against HubSpot by email and show mismatches"
  • →"Sync the Partnerships base to Salesforce — create any missing contacts"
  • →"Find leads in my Airtable that are not in HubSpot yet"