Question from Reddit user:
I have meta leads connected to hubspot and flowing directly into an active list “Facebook Client Leads” on my account.
Then the active list connects to Monday.com and automatically updates a board over in that app.
We are experiencing a 48 hour delay between getting the lead in META and seeing it appear in Monday.com.
Do you have any insights into why that is happening or how to fix it?
Answer from Nabil:
The short answer is:
Your 48-hour delay is almost certainly due to the refresh rate of your active list in HubSpot or the polling interval of the third-party integration connecting HubSpot and Monday.com.
HubSpot’s active lists, by default, do not refresh instantaneously and can take a long time, particularly if you’re on a lower-tier plan or have a very large list.
The integration between HubSpot and Monday.com might also only check for new contacts every few hours.
To fix this, you should first check the actual sync settings and refresh timing of both your HubSpot list and the Monday.com connector, but for a guaranteed, near-real-time solution, you need to bypass these slow, scheduled checks and implement a custom API-driven workflow.
The long answer is:
The integration pipeline you have – Meta Leads to HubSpot Active List to Monday.com – has two main points of latency that are contributing to your 48-hour delay.
The first is the HubSpot Active List.
While HubSpot captures the lead almost instantly, the list only refreshes its membership at set intervals, which can range from a few minutes on enterprise plans to several hours on lower-tier plans.
The contact won’t be made available to the next step until this list refresh completes.
The second latency point is the connector you’re using between HubSpot and Monday.com.
If you’re using a low-cost or free native integration, it typically works on a “polling” schedule, meaning it checks HubSpot for new leads every hour, every few hours, or even less frequently, rather than being instantly “pushed” data when a new lead arrives.
Combining these two delays can easily stretch into a 48-hour gap.
The best, most reliable, and surprisingly cheap solution is to move to a server-side, API-driven architecture that eliminates slow polling and list refreshes.
This involves using the Facebook Conversions API and Google Tag Manager with a server-side tagging environment like Stape or Google Cloud Platform to capture the lead data directly and trigger immediate actions.
When a lead is generated in Meta, instead of relying solely on the native sync, your server-side environment gets an instant notification.
Your custom script then uses the HubSpot API to instantly create the contact and simultaneously uses the monday.com Platform API to immediately create the new item on your board.
This bypasses the slow HubSpot list refresh and the connector’s polling schedule entirely.
By using direct API calls, the entire process takes seconds, not hours or days, making it an excellent and cost-effective solution compared to upgrading HubSpot just for faster list refresh times.
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