---
title: HubSpot | PostGrid
description: Send letters, postcards, and cheques to your HubSpot contacts with PostGrid's native integration.
---

PostGrid’s native HubSpot Integration allows you to send **letters**, **postcards** and **cheques/checks** to your customer list one at a time on demand, through workflow automation, or launch a bulk mailing campaign. In this guide, we will walk you through how to perform each step.

## Overview

There are two major steps in the process of sending mail with PostGrid through HubSpot.

1. **Install and setup the account**

2. **Send Mail**

   1. **Send a Single Mail to a Contact**
   2. **Send Bulk Personalized Mail To Multiple Contacts using Workflows**

---

This section will walk you through finding and installing the PostGrid app, as well as setting up your PostGrid account.

## Install PostGrid Application

Install the application by going to the “Marketplace” in your account and searching for PostGrid.

![Search for PostGrid in the HubSpot Marketplace](/_astro/01-marketplace-search.BIDPWFqK_Z1UVA2N.webp)

You can install the application by clicking the “Install App” Button. Then, select your company name and click the “Choose Account” button.

![Choose your HubSpot account](/_astro/02-choose-account.Buv8m_1N_Z13QFK4.webp)

Then, Authorize by clicking the “Connect App” button.

![Connect the PostGrid app](/_astro/03-connect-app.DyuapDd0_1c2RSE.webp)

Once you have authorized the PostGrid application, you need to provide your PostGrid API Keys. You can find your API key on your [PostGrid dashboard settings page](https://dashboard.postgrid.com/dashboard/settings).

For further information on the API key, read [here](/print-and-mail/getting-started/index.md).

![Enter your PostGrid API keys](/_astro/04-api-keys.Cb0K5IKW_wCxuO.webp)

Finish the process by clicking on the “Save” button. You will be redirected to HubSpot.

---

## Send a Single Mail to a Contact

You can send Letters, Postcards, and Checks/Cheques to a Contact. Navigate to the Contact Module in HubSpot.

### Send A Letter

Select a contact you want to send a letter to. Scroll to the bottom on the right widget and click the button “Send Letter”

![Send Letter button in HubSpot contact](/_astro/05-send-letter-button.CtFa8wnO_2aDjbg.webp)

#### Filling in the template requirements

If you have a PDF Document, you can Upload it or Select a Template (from your template list in PostGrid).

Please read our design guidelines for letters [here](/print-and-mail/getting-started/index.md).

![Select a letter template](/_astro/06-letter-template.B1ktvUpJ_4EsT7.webp)

You can choose additional options such as Return Envelope, Extra Service (Certified Mail, Certified Mail with Return Receipt, Registered Mail), and Envelope Type (Standard Double Window, Flat Envelope). For our guide, we will use a simple template with Standard Double Window.

![Letter additional options](/_astro/07-letter-options.C2jPQZE1_20tCxC.webp)

#### Filling in the Recipient and Sender requirements

**Recipient Details:** The recipient details will be filled in from the contact details. If they are missing an address then you will have to put in the address fields (Address, City, State, Zip Code, Country)

![Letter recipient details](/_astro/08-letter-recipient.iH6lXWO0_Z1uJAt.webp)

**Sender Details:** Input the Sender Details. You will have to put Name, Address, City, State, Zip Code, and Country.

![Letter sender details](/_astro/09-letter-sender.Ce-0uOE1_Z1rN8BI.webp)

#### Filling in the mailing requirements

**Document Options (Optional):** You can add document options such as color, double-sided, insert blank page for address, perforate first page, express delivery, etc. For our demo purpose, we will select Insert blank page, which will insert a blank page where the recipient and sender details will be printed to cover the double-window envelope.

#### Merge Variables

For custom merge variables in your template follow these mapping criteria:

Previously it was required that merge variable names but start with the keyword “metadata”. For example it was required to name a custom merge variable `{{metadata.variablename}}`. This is no longer required, however, it is still supported.

To specify merge variables, use curly braces like `{{variablename}}`.

**Merge variable examples:**

- `{{coupon_code}}`
- `{{deal_amount}}`
- `{{birthday}}`
- `{{renewal_date}}`

If you have a custom merge variable like `{{custom_variable1}}`, `{{custom_variable2}}`, `{{custom_variable3}}` in your template, then our system in HubSpot will automatically recognize these variables.

1. Select the `{{custom_variable1}}` in “Add Option”.
2. Then map that `{{custom_variable1}}` to a contact token in HubSpot.
3. Follow these steps for the other `{{custom_variable2}}` by clicking on the “Add Option” button again and selecting the `{{custom_variable2}}` from the dropdown and mapping it to the contact token in HubSpot.
4. Follow these steps for the other `{{custom_variable3}}` by clicking on the “Add Option” button again and selecting the `{{custom_variable3}}` from the dropdown and mapping it to the contact token in HubSpot.

#### Sending the letter

Click the “Send Letter” button to send a letter now.

![Send the letter](/_astro/10-send-letter.r--qb7G__ZWFUzo.webp)

You can see the updated Status at the bottom of the right widget, as shown below.

![Letter status update](/_astro/11-letter-status.JzNkL-Nn_1jyShG.webp)

---

### Send A Postcard

Select a contact you want to send a Postcard to. Scroll to the bottom on the right widget and click the button “Send Postcard”

#### Filling in the mailing requirements

**Select Mailing Class:** Select the Mailing Class you want to send your Postcard with. You also have the option for Express Delivery.

**Select Postcard Sizes:** Select the postcard size you want to send.

![Postcard mailing options](/_astro/12-postcard-options.DUjhNfEN_1E1ry7.webp)

#### Filling in the Recipient and Sender requirements

**Recipient Details:** The recipient details will be filled in from the contact details. If they are missing an address then you will have to put in the address fields (Address, City, State, Zip Code, Country)

![Postcard recipient details](/_astro/13-postcard-recipient.DtQzI0fP_Z22OHz2.webp)

**Sender Details:** Input the Sender Details. You will have to put your Name, Address, City, State, Zip Code, and Country.

![Postcard sender details](/_astro/14-postcard-sender.B-0wfstF_Z1vhNbv.webp)

#### Filling in the template requirements

**Choose Template or Upload PDF:** You can Choose a Front and Back Postcard Template from your template library from PostGrid or upload a PDF Template.

![Postcard template selection](/_astro/15-postcard-template.BkRRoO-I_s8Bhc.webp)

Please read our design guidelines for postcards [here](/print-and-mail/getting-started/index.md).

#### Merge Variables

Same as sending letters, you may use a custom **merge variable** in your template. You can learn more about them [above](#merge-variables).

#### Sending the postcard

Click the “Send Postcard” button to send a postcard now.

![Send the postcard](/_astro/16-send-postcard.CESzEnNg_hpDiY.webp)

You can see the updated Status at the bottom of the right widget, as shown below

![Postcard status update](/_astro/17-postcard-status.DBUggcAO_Z1EGBCb.webp)

---

### Send A Check/Cheque

Select a contact you want to send a Check/Cheque to. Scroll to the bottom on the right widget and click the button “Send Cheque”

![Send Cheque button in HubSpot contact](/_astro/18-send-cheque-button.9FYBrCND_ZbfNci.webp)

#### Filling in the Cheque requirements

Select the “Bank Account” you want to send cheques from.

![Select bank account](/_astro/19-cheque-bank-account.D6p7U3P8_AT6iK.webp)

Cheque Amount, Memo, Cheque Number: Put the check amount in dollars ($), memo (optional), and cheque number (optional)

![Cheque amount and details](/_astro/20-cheque-amount.BIsb7ljh_Z274Lzg.webp)

#### Filling in the Recipient and Sender requirements

**Recipient Details:** The recipient details will be filled in from the contact details. If they are missing address then you will have to put in the address fields (Address, City, State, Zip Code, Country).

![Cheque recipient details](/_astro/21-cheque-recipient.CpwXakCO_Z1bVniW.webp)

**Sender Details:** Input the Sender Details. You will have to put Name, Address, City, State, Zip Code, Country.

![Cheque sender details](/_astro/22-cheque-sender.n-9hJsbP_Z26AA8M.webp)

#### Filling in the other optional requirements

**Custom HTML Message:** Input any Custom HTML Message that will go at the top 2/3 of the Cheque.

![Custom HTML message for cheque](/_astro/23-cheque-html-message.DtTLIWBj_1s9NNc.webp)

**Attach a letter:** You can attach additional letters to go alongside your cheque.

![Attach a letter to cheque](/_astro/24-cheque-attach-letter.CxVI_M16_29Cx7u.webp)

**Upload A Custom Cheque Logo:** You can upload a custom logo of your company if you want (optional). It must be 100 x 100 px in dimensions.

![Upload custom cheque logo](/_astro/25-cheque-logo.CMcMjtlX_ZYxyaD.webp)

Same as sending letters, you may use a custom **merge variable** in your template. You can learn more about them [above](#merge-variables).

#### Sending the cheque

Click the “Send cheque” button to send a cheque now.

![Send the cheque](/_astro/26-send-cheque.CK_8yAUC_1H3WKg.webp)

You can see the updated Status at the bottom of the right widget, as shown below.

![Cheque status update](/_astro/27-cheque-status.DON9sA2n_13IkVA.webp)

---

## Send Bulk Personalized Mail To Multiple Contacts using Workflows

### Setup the automation

Set up a workflow in HubSpot by navigating to the “Workflows” under the “Automation” menu.

![Workflows menu in HubSpot](/_astro/28-workflows-menu.D98G_H8J_27BR5t.webp)

Start creating a workflow from scratch.

![Create workflow from scratch](/_astro/29-workflow-scratch.siN2uijJ_Z1hb2jF.webp)

#### Set up triggers

Choose the Trigger type, and the interval of your trigger event and click on “Next”. And set up the trigger.

![Set up workflow trigger](/_astro/30-workflow-trigger.Df_mgdgU_ZHldM3.webp)

#### Set up Action

After you have selected your triggers, add an Action Step by clicking the ’+’ button shown in your Automation Diagram. Navigate to the “Integrated Apps” and locate the “PostGrid Print & Mail Direct”

![Add PostGrid action to workflow](/_astro/31-workflow-action.NFs9_B0k_Ys3Hk.webp)

Here, you have multiple choices regarding the type of mail, including letters and postcards you want to send. The list of Apps is as follows.

![PostGrid workflow app options](/_astro/32-workflow-apps.B95_6EAt_1dIwis.webp)

---

### Send Bulk Letters

#### Filling in the Recipient and Sender requirements

Now, you need to define and map the variables one by one. You can manually type the details or select the relevant contact tokens for each field.

![Bulk letter recipient mapping](/_astro/33-bulk-letter-recipient.DeBEF0jH_1mHW0f.webp) ![Bulk letter sender mapping](/_astro/34-bulk-letter-sender.CcF1Ki9f_Z14Uxee.webp)

#### Filling in the template requirements

You need to select the type of template you want to use. You can choose one of the templates in your PostGrid dashboard listed here, or share a publicly accessible URL link for the PDF. To ensure your PDF file is publicly accessible, it must be hosted on a platform that does not require viewers to have an account or specific permission to view the document.

![Bulk mailing template selection](/_astro/35-bulk-template.CRZeffv1_ZhJheB.webp)

You can learn more about how to [create a template with HTML](/print-and-mail/getting-started/index.md) and how to use the [PostGrid template editor](/print-and-mail/getting-started/index.md).

#### Filling in the mailing requirements

As you follow through with setting up the workflow, you need to define the value of the following criteria for your mailings.

- Express Delivery
- Mailing Class
- Extra Service
- Color
- Double Sided

You can learn more about sending mails through PostGrid, by reading guides for [Letter](/print-and-mail/getting-started/index.md), [Postcard](/print-and-mail/getting-started/index.md), and [Self-Mailers](/print-and-mail/getting-started/index.md).

PostGrid offers a highly personalized template editor that allows you to add customized variables to your templates. So here, you can map the variables you’ve defined in your template to specific fields. There are twenty fields available for merging variable names and values

![Bulk merge variable mapping](/_astro/36-bulk-merge-variables.DbVWLnSA_qwtfh.webp)

Same as sending single letters, you may use a custom **merge variable** in your template. You can learn more about them [above](#merge-variables).

Once you have filled in all the requirements, click “Save,” test your workflow, and click on the “Review and publish” button.

![Review and publish workflow](/_astro/37-bulk-review-publish.BPMSgrsP_ZwsoX0.webp)

Finally “Turn on” your workflow.

![Turn on the workflow](/_astro/38-bulk-turn-on.TJrjx13M_4M80g.webp)

Now, you can access your desired PostGrid Print & Mail service through HubSpot!

---

### Send Bulk Postcards

#### Filling in the Recipient and Sender requirements

Now, you need to define and map the variables one by one. You can manually type the details or select the relevant contact tokens for each field.

![Bulk postcard recipient mapping](/_astro/39-bulk-postcard-recipient.xMe4xmpU_Z2cf7Ji.webp) ![Bulk postcard sender mapping](/_astro/40-bulk-postcard-sender.CsQFgqmr_ZT0h9u.webp)

#### Filling in the template requirements

You need to select the type of template you want to use. You can choose the front and back templates from your PostGrid dashboard listed here, or share a publicly accessible URL link for the PDF. To ensure your PDF file is publicly accessible, it must be hosted on a platform that does not require viewers to have an account or specific permission to view the document.

![Bulk mailing template selection](/_astro/35-bulk-template.CRZeffv1_ZhJheB.webp)

You can learn more about how to [create a template with HTML](/print-and-mail/getting-started/index.md) and how to use the [PostGrid template editor](/print-and-mail/getting-started/index.md).

#### Filling in the mailing requirements

As you follow through with setting up the workflow, you need to define the value of the following criteria for your mailings.

- Express Delivery
- Mailing Class
- Size in Inches

You can learn more about sending mails through PostGrid, by reading guides for [Letter](/print-and-mail/getting-started/index.md), [Postcard](/print-and-mail/getting-started/index.md), and [Self-Mailers](/print-and-mail/getting-started/index.md).

PostGrid offers a highly personalized template editor that allows you to add customized variables to your templates. So here, you can map the variables you’ve defined in your template to specific fields. There are twenty fields available for merging variable names and values

![Bulk merge variable mapping](/_astro/36-bulk-merge-variables.DbVWLnSA_qwtfh.webp)

Same as sending single letters, you may use a custom **merge variable** in your template. You can learn more about them [above](#merge-variables).

Once you have filled in all the requirements, click “Save,” test your workflow, and click on the “Review and publish” button.

![Review and publish workflow](/_astro/37-bulk-review-publish.BPMSgrsP_ZwsoX0.webp)

Finally “Turn on” your workflow.

Now, you can access your desired PostGrid Print & Mail service through HubSpot!

## HubSpot Mail Activity Log

You can view order-related activity in the ‘Activity’ section of each contact. Updates such as changes in tracking status and QR code (Tracker) scans will appear here. These updates will be listed under the title ‘Logged Postal Mail’.

![HubSpot mail activity log](/_astro/41-activity-log.Dmf8OevU_MhLuB.webp)

## How to change the API key?

To change the API key, click on any contact in your CRM. Next, scroll down on the right section of the screen. When you see the PostGrid element—such as “Send Letters,” “Send Postcards,” or “Send Cheques”—click on “Setting”

![Change API key from contact view](/_astro/42-change-api-key.DCck5Hc3_Z2i6LgQ.webp) ![API key settings](/_astro/43-change-api-key-setting.DnS2PYlf_1WM07F.webp)

Here’s a quick video guide for more help -

[PostGrid HubSpot Integration Guide](https://www.youtube.com/embed/amBo8GPm_Mw)