Memo for HubSpot
Memo is an AI assistant for sales teams. You tell it about a meeting in your own words, typed or dictated or from a call recording, and it prepares the HubSpot records that meeting should produce: the contact, the company, the logged meeting, the deal and its stage, the follow-up task. Nothing reaches your portal until someone approves it.
Before you start
- A Memo account at app.sentmemo.com. Memo is a paid product; if you do not have an account yet, write to us and we will set one up.
- A HubSpot account, and the App Marketplace access permission in it. HubSpot asks a super admin to approve the install.
- Memo installs against a production HubSpot account. Sandboxes and developer test accounts are not supported.
Connecting Memo to HubSpot
- Sign in at app.sentmemo.com.
- Open Settings → CRM.
- Choose HubSpot and select Connect. You are sent to HubSpot to choose the account and approve the scopes.
- Approve. You are returned to Memo, which confirms the portal it is now connected to.
- Memo reads your properties, pipelines and stages once, so proposals use your portal's own fields and stage names, custom properties included. This takes a few seconds.
One HubSpot account connects to one Memo workspace. To move the connection, disconnect first and connect again.
What Memo does with it
Writes up meetings. Describe a call and Memo drafts the records it implies: creating or matching the contact and company, logging the meeting on the right records, opening or advancing a deal in the right pipeline, and setting a follow-up task with an owner and a due date. Every write is shown as a proposal you approve, edit or reject.
Prepares the next meeting. Before a meeting in your calendar, Memo pulls what HubSpot already knows about the attendees and their company (the open deal and its stage, the last activity, who owns the relationship) and sends a brief. When the attendee is not in HubSpot yet, it prepares a first-meeting brief from public sources instead.
Keeps the pipeline honest. Memo watches for deals that have gone quiet, stage changes that imply a next step nobody took, and meetings that happened but were never logged, and raises them where you will see them.
Drafts the follow-up. Memo can draft the follow-up email in your own writing style, ready to review and send. It never sends anything on its own.
Scopes and what each one is for
Required:
| Scope | Why Memo asks for it |
|---|---|
crm.objects.contacts.read / .write | Find the contact a meeting was with, so a second record is not created for a person you already have, and create or update the contact once you approve. |
crm.objects.companies.read / .write | Match the contact to the right company and keep the association correct, and create or update the company once you approve. |
crm.objects.deals.read / .write | Read the open deal a meeting relates to, its pipeline and stage, and open or advance a deal once you approve. Also what the quiet-deal check reads. |
crm.objects.owners.read | Resolve owners so records and tasks are assigned to the right person on your team rather than left unassigned. |
crm.objects.leads.read | Check whether a person already exists as a lead before proposing a new contact, so the two do not diverge. |
oauth | Identify the connected account and refresh access without asking you to sign in again. |
Optional. The integration works without these, with the named feature reduced:
| Scope | Why Memo asks for it |
|---|---|
sales-email-read | Read logged sales email on a record so meeting prep reflects the last exchange, and so a follow-up is not proposed for a thread already answered. |
crm.schemas.contacts.write, crm.schemas.companies.write, crm.schemas.deals.write | Create the small number of Memo-owned properties a workspace opts into, for example a preferred-language field on a contact. Only used when you ask for that field; Memo does not otherwise change your schema. |
Approval, and what happens without it
Memo proposes; a person decides. Every change that overwrites a value, opens a deal, assigns work to someone or sends a message is shown for approval first, with the exact properties it would set. You can edit a proposal before approving it, and your edits teach Memo what your team wants next time.
A narrow set of purely additive actions, such as creating a record that does not exist yet or logging a meeting, can be configured to happen at proposal time, presented as work already done with an undo on each row. This is off by default and is enabled per workspace, on request.
Data shared with HubSpot
Memo writes contacts, companies, deals, meeting engagements and tasks that you approve, and reads the same objects plus your properties, pipelines, stages and owners. Contacts, companies and deals are read and written; owners, leads, pipelines and property definitions are read only. Memo does not read or write marketing assets, forms, workflows, tickets, quotes or payments.
AI-generated content
Memo uses large language models to read your notes and draft records, briefs and messages. Generated content can be inaccurate or incomplete, which is why nothing reaches HubSpot without a person approving it. Your HubSpot data is not used to train any model. See the Privacy Policy for what is processed, by which subprocessors, and for how long it is kept.
Disconnecting
Disconnect from Settings → CRM in Memo, or uninstall Memo from Connected apps in your HubSpot account settings. Either revokes the token immediately and Memo stops reading and writing. Records Memo already created stay in HubSpot because they are your records. To have the copies Memo holds deleted, tell us.
Troubleshooting
“Connect your CRM” after connecting. The token was revoked on the HubSpot side, usually by an admin uninstalling the app. Reconnect from Settings → CRM.
Deals land in the wrong pipeline. Portals with several pipelines that share stage names cannot be told apart by stage alone. Set a default pipeline in Settings → CRM and Memo will use it unless a proposal names another.
A property was not set. Memo reports the properties it actually wrote. If one is missing it was rejected by HubSpot, usually a read-only or calculated property, or a dropdown value that does not exist in your portal. Tell us which one and we will map it.