You have Dakota Marketplace. You have HubSpot. And somewhere between the two, your team is spending time they do not have manually copying account information, pasting contact details, and trying to keep everything in sync.
It is one of the most common frustrations investment firms run into, and it is entirely avoidable.
Getting Dakota's data into HubSpot is simpler than most firms expect, and once it is set up, the manual work disappears entirely.
In this article we’ll review exactly how to do it.
For an overview of what the integration includes and why it matters, start with Does Dakota Have a HubSpot Integration? For broader CRM adoption guidance, visit Dakota's CRM resource hub.
Where to Start: The Data Integrations Tab
Everything happens inside Dakota Marketplace. Log into your Marketplace account and navigate to the Data Integrations tab. This is your home base for pulling accounts and contacts into HubSpot, tracking what has already been connected, and monitoring the status of your integration activity.
If you do not see the Data Integrations tab in your Marketplace navigation, reach out to our customer success team – they can confirm your integration access and get you set up. You can also learn more on the Dakota HubSpot integration page.
Step 1: Decide Whether to Link or Create
Before you pull anything into HubSpot, the most important decision you will make is whether to link an existing record or create a new one. Getting this right is what keeps your HubSpot clean and free of duplicates.
Link when the account or contact already exists in your HubSpot. Linking connects your existing record to its Dakota counterpart and adds data from Dakota Marketplace alongside what you already have, without creating a duplicate or overriding anything your team has entered.
Create when the account or contact does not yet exist in your HubSpot. Creating builds a brand new record directly from Dakota Marketplace with all of Dakota's data already attached from the start.
If you are not sure whether a record already exists, always try linking first. The integration will tell you quickly whether there is a match. For a deeper explanation of when to use each, see Link vs. Create: How Dakota's CRM Integration Keeps Your Data Clean.
Step 2: Filter for the Accounts You Want
The Data Integrations tab doubles as a prospecting tool. Before you start linking or creating, use the filters to narrow down exactly which accounts you want to pull over.
You can filter by account type, CRD, AUM, metro area, and country. You can filter by investment preference to find firms that invest in specific strategies like private credit, venture capital, or global equities. You can also filter by Marketplace Created Date, so if you want to see everything Dakota Marketplace has added in the last 30 days, that is a single filter away.
Take the time to build a focused list before you start taking action. Pulling in accounts that are not relevant to your strategy is how HubSpot gets cluttered, and cluttered CRMs are the ones teams stop using.
Ready to see exactly how Dakota data flows into your HubSpot instance? Book a demo today!
Step 3: Link Your Existing Records
Once you have filtered your list, select the accounts you want to link by clicking the checkbox on the left side of each record. You can select multiple accounts at once. Then come up to the action item dropdown and select Link.
The integration performs a fuzzy match, comparing the account name in Dakota Marketplace against the records already in your HubSpot and surfacing the closest matches. If the match looks right, confirm it and the connection is built.
If naming conventions are too different for the fuzzy match to find the right record, you can search manually by phone number, CRD number, or website for accounts, and by email address, full name, last name, or CRD number for contacts. Once you find the right match, linking takes a single click.
After linking, a small link icon appears next to the record confirming that Dakota data is now flowing into that HubSpot record in real time.
Step 4: Create New Records
For accounts that do not yet exist in your HubSpot, select them using the checkbox and choose Create from the action item dropdown.
A pop-up appears showing you the account you are pulling over and all of the contacts Dakota has for that firm. This is where you pick and choose. You do not have to pull every contact over. Select the ones your team would actually call on, click Add, and those records are created in your HubSpot in a single step.
You can pull up to 200 records at a time by adjusting the rows per page setting at the bottom of the Data Integrations tab. For firms that need to add a large volume of new accounts quickly, this is the fastest way to do it.
Step 5: Confirm the Connection and Monitor Activity
Once your records are linked or created, the Dakota Logs tab on the left side of the Data Integrations page becomes your monitoring tool. It tracks every action that happens within the integration: updates, creations, links, and any failed actions, at both the account and contact level.
Check the Logs tab regularly when you first get started. It gives you full visibility into what Dakota is updating, what has been successfully pulled over, and whether anything needs attention. Once you are comfortable with how the integration is running, the Logs tab becomes a quick sanity check rather than a daily task.
What About Your Existing HubSpot Data?
If your firm already has hundreds of accounts in HubSpot and the idea of linking them one by one feels overwhelming, Dakota's Linking & Syncing service is the right starting point. Our team handles the initial connection for you, matching your existing records to our Dakota counterparts on the back end before you ever log in.
It is the cleanest way to get set up correctly from day one, and it is the approach we recommend for any firm with a significant existing HubSpot!
Stop Moving Data by Hand
Pulling investor accounts and contacts from Dakota Marketplace into HubSpot is a straightforward process once you know the steps. Filter for the accounts that matter to your strategy, link what already exists, create what is new, and let us handle keeping everything current from there.
The manual work of copying, pasting, and updating disappears, and your team gets to focus on what actually moves the needle: building relationships and closing capital.
Book a demo of the Dakota HubSpot integration today!
