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Using HubSpot with integrateCRM

Sync data and streamline your sales pipeline.

Learn how to create and manage leads and deals, revise orders, and use the automated features available through HubSpot integration.

 

Step-by-Step: Using HubSpot with integrateCRM

Step 1 - Access deals in HubSpot.                                                                                                                                               From the CRM menu, select deals. 

 

Step 2 - View pipelines.                                                                                                                                                                      Each deal belongs to a pipeline. Users may work with a single pipeline, or multiple pipelines, for example, one pipeline for domestic customers, another for commercial customers.

Step 3 - Create a new deal.                                                                                                                                                               From the main deals page, click create deal in the top-right corner. 

Note: Deals can be automatically created from web enquiries, capturing new web leads as Hubspot deals without the need for manual entry.

 

Step 3 - Criteria for lead creation.                                                                                                                                                For a deal to create a lead in integrate, the three following criteria must be met:

  • The deal has an associated contact
  • The deal is at a qualified stage (these vary by organisation and can be configured by EndtoEnd support).
  • The deal has a deal owner.

 

Step 4 - Mapping HubSpot data to leads.                                                                                                                            When the criteria are met, a lead is created in integrateCRM automatically:

  • The lead name is based on the contact’s surname, unless a company name exists, in which case that is used.
  •  The installation or delivery address comes from the site name on the deal.

Step 5: Customise the installation address.                                                                                                                           The installation address is configured in settings > system > management > HubSpot. Select whether the address is sourced from the contact's profile or the site name address specified in the deal.

 The email address, postal address, and phone number come from the contact’s HubSpot profile.

The lead label is taken from the record ID on the deal. This can be searched in both integrateCRM and HubSpot to identify linked records. 

 

Step 5 - Updating leads created from HubSpot.                                                                                                             Leads created from HubSpot cannot be edited directly in integrateCRM. Changes to customer details must be made within HubSpot, and the lead will update automatically.

Note: If a lead does not refresh after a change, changing the deal stage in HubSpot and then reverting it forces the lead to refresh in integrateCRM.

 

Step-by-Step: Automatically uploading PDF Quotes to HubSpot

Step1 - Transferring a PDF quote.                                                                                                                                            After publishing a quote and generating the quote PDF, integrate automatically transfers the document to HubSpot. It can be found in the attachments section of the corresponding HubSpot deal.

 

Step 2 - Updating quote amount.                                                                                                                                                      In the HubSpot deal, the amount field will automatically reflect the net value of the corresponding order in integrate.

 

Step 3 - Configure the deal amount.                                                                                                                                           The deal amount is configured in settings > system management > HubSpot. The setting allows the selection of gross value which includes VAT or net value which excludes VAT.

 

Step-by-Step: Automatically Updating Orders

Step 1 - Copy the original quote.                                                                                                                                                       In the quote matrix, select the copy quote button to copy the original quote used for the order.

 

Step 2 - Adjust and publish the quote.                                                                                                                                    Make any necessary adjustments and publish the quote. After publishing, the revise existing button will become available.

 

Step 3 - Revise selected order.                                                                                                                                                  Select the job number, then revise selected order to supersede the original quote.

 

Step 4 - View revised order.                                                                                                                                                       Under the order records for the job number, the revised quote will now appear as active, and the original quote will be marked as superseded. 

The HubSpot deal will be automatically updated.