How do I integrate with HubSpot?

Summary

The HubSpot integration in Tabs is a great way to ensure that your customer data is consistent across your various systems, and that key billing information is properly captured in both HubSpot and Tabs.

Key Benefits

• Consistency between Tabs, HubSpot, and the ERP. Through the Tabs<>HubSpot customer sync and the bi-directional Tabs<>ERP sync, you can be confident that customer data is accurately shared across all of these systems.

• Automated contract ingestion. Tabs will automatically ingest all contract documents from HubSpot, removing the need to manually upload or send the contract to Tabs and therefore ensuring no contracts are missed for initiating timely billing and revenue workflows.

• Custom field syncing. Tabs can pull in key data fields at the Company level in HubSpot and populate them at the Customer and Invoice levels in Tabs.

• Invoice visibility for business teams. Account managers will be able to view invoices for their accounts directly in HubSpot, enabling them to have direct visibility into what is sent and outstanding for their customers without needing to involve another team or log into a different system.

What is included in the integration?

• Sync Customers: Tabs pulls in companies from HubSpot when a deal is moved to Closed-won. This includes the customer name, contact name and email address, and billing and shipping addresses. The customer is then pushed to the synced ERP, allowing for each system to have consistent information. If the customer already exists in Tabs, this will be detected and will not create a new customer. This is a one-way sync from HubSpot to Tabs, so any updates made to the company record in Tabs will not update HubSpot.

• Contract Pull: Tabs pulls contracts (PDF only) from the deal when it is moved to Closed-won status. These contracts are then automatically put in the queue for processing in Tabs. Contract filenames now sync into Tabs exactly as uploaded, making it easier to search, organize, and reference original agreements

• Invoice Push: Tabs pushes invoices to HubSpot and links the invoice to the deal that it is associated with. To do this, Tabs uses invoice object that already exists in HubSpot. If multiple contracts contribute to one invoice, then that invoice is pushed back to every associated deal. The invoices are only pushed when they are post-draft state, and the status of the invoice will update in HubSpot when the invoice status is updated in Tabs. This is a one-way sync from Tabs to HubSpot, so any updates made to the invoice record in HubSpot will not update Tabs.

• Invoice Line Item Push: Tabs pushes invoice line items to HubSpot and links the line item to the Tabs invoice that it is associated with. To do this, Tabs uses the line Item object that already exists in HubSpot for invoices. This is a one-way sync from Tabs to HubSpot, so any updates made to the line item on the invoice record in HubSpot will not update Tabs.

How integrate with HubSpot

Before integrating with HubSpot, speak with your Tabs Implementation Manager or Customer Success Manager. They review your current HubSpot configuration to ensure it aligns with the native Tabs integration, and then walk you through the pre-integration steps. For more information on what is needed before the integration is enabled, refer to this article.

Once the pre-integration steps are complete, your Implementation Manager or Customer Success Manager will enable the integration in Tabs, and then you will be able to integrate directly.

Instructions

1. Navigate to the Integrations page in Tabs, found at the bottom on the side navigation menu.

2. Scroll down toward the bottom to the CRM section, and click "Connect" in the HubSpot tile.

   

3. You will be presented with a few configuration options to be set up before connecting:

   • Cutoff date: This is an optional field that can be used if you do not want to import data from HubSpot to Tabs before a certain date, referring to the Closed-won date for deals. If you have already mapped all of our customers and contracts in the pre-integration steps, you can use the date you are integrating with HubSpot, since everything prior to the current date will already be mapped and accounted for.

     Alternatively, if you are integrating during implementation and/or have not mapped your contracts to deals in HubSpot, you can use the date you started using Tabs, i.e., the Closed-won date of the deal of the earliest contract in Tabs.

   • Sync settings: You can choose which objects you would like to sync between Tabs and Hubspot. Note that there are limitations on what can be synced together (for example, contracts cannot sync without customers, and invoices cannot sync without both contracts and customers).

   • Contract syncing: You can decide if the contract comes from the Attachments section, the Quote section, or both from the Deal.

     • If Attachments are selected, all documents except for documents with Source=Email will sync into Tabs

     • If Quotes are selected, the PDF rendered from the quote object in Hubspot will sync to Tabs as a contract. Only Quotes that are Signed and not expired will sync into Tabs.

     • If both are selected, attachments will sync from both locations

   Once these settings are updated, clock "Connect".

   

4. This will bring you to the HubSpot login page, where you can enter your HubSpot credentials. You will then be directed to choose a HubSpot account to integrate with. Be sure to choose the account that is not the developers account, which can be seen in the Details column of this page.

   

5. After signing in, you will be directed back to the Tabs on the HubSpot configuration page. This indicated that the integration was successful! All customers and contracts will be pulled from HubSpot to Tabs (or mapped to each other if pre-integration steps were necessary), and all invoices will be pushed to the associated deal in HubSpot.

   This page has the same settings that were presented before connecting, as well as one extra section on the bottom for custom field syncing. If you do not have custom fields to sync from Accounts to Customers in Tabs, then the integration is now complete and you can skip the next 2 steps.

6. If you would like to set up custom fields, this can be set up on this page. These fields will link from the HubSpot company record to the associated Tabs customer. In the "Customer custom fields" column, all pre-configured Tabs custom fields will be listed. In the "HubSpot company fields" column, you can select any field from the account object in HubSpot to map to the associated Tabs custom field.

   

7. Once you have mapped your desired custom fields, click "Save". This will also initiate a sync for the values from the HubSpot fields to populate in Tabs. This can be seen on the Customer details page and the Invoice details page in Tabs.

   This is a one-way sync from HubSpot to Tabs. If the value of the field is changed in Tabs, it will not push to HubSpot, and the HubSpot value will override it at the customer level in Tabs on the next sync.