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Configuration 

Going forward, all the users of HubSpot two-way sync feature have to authenticate into Chargebee to create customers and subscriptions out of HubSpot deals. Users only need the most basic role in Chargebee. These updates are a part of our ongoing improvements around security and will go into effect on 30 June, 2021. Contact [email protected]  for more information.

Follow the bellow steps to cofigure the Chargebee - HubSpot integration.

Step 1: Select Settings > Third Party Integrations > HubSpot

Step 2: Click the Connect button and login to your HubSpot account.

Step 3: Grant the necessary permissions.

Sync Overview 

Sync Rules for Contacts 

You can choose how the customer data in Chargebee should be pushed into HubSpot. Click Proceed once you select the necessary settings.


Setting Available Options
Choose customers you'd like to sync a) Customers with Active Subscriptions
b) All customers
Choose what happens when a customer in Chargebee does not have a matching contact in HubSpot a) Create Contact
b) Do Nothing: No customer data will be updated in HubSpot
Choose what happens when a customer in Chargebee has a matching contact in HubSpot a) Override the fields (overrides all the existing fields in HubSpot)
b) Update empty HubSpot fields (Updates only the empty properties (fields) in HubSpot)
Choose what happens when a customer in Chargebee has a matching contact in HubSpot a) Override the standard fields that are a part of the field mapping (Chargebee will always be the master for custom properties that it creates and maintains in HubSpot)
b) Update empty HubSpot fields (Updates only the empty properties that are a part of the original field mapping in HubSpot)
Sync and Update Lifecycle stages in Hubspot Enable the toggle if you want to set specific lifecycle stages for your contacts.
Choose the Lifecycle Stage in HubSpot you'd like to create/update the contact in, when the Chargebee customer - Has no subscription - Has an In-Trial subscription - Has an Active subscription - Has a Canceled subscription The stages in HubSpot will appear under each drop down. Assign a stage for each setting. You can also assign the same stage for multiple settings. HubSpot lifecycle stages can only progress in 1 direction: Subscriber > Lead > Marketing Qualified Lead > Sales Qualified Lead > Opportunity > Customer > Evangelist > Other. Therefore if you have selected 'Lead' for 'Has no subscription', then you will not be able to assign the Subscriber stage to any of the other options.
Choose the Lifecycle Stage in HubSpot you'd like to create/update the contact in, when the Chargebee customer
- Has no subscription
- Has an In-Trial subscription
- Has an Active subscription
- Has a Canceled subscription
The stages in HubSpot will appear under each drop down. Assign a stage for each setting. You can also assign the same stage for multiple settings.

Map Customers from Chargebee to Hubspot 

Choose a unique field to map Chargebee customers to Hubspot contacts. You can use the Email, Phone number, or any other custom fields in Chargebee to map with the Email, Phone number, Mobile phone number, Work email, or Twitter username in HubSpot.

Sync Rules for Deals 

You can choose how to handle deals in HubSpot whenever a subscription is created in Chargebee. Click Proceed once you select the necessary settings.

Setting Available Options
When a subscription is created in Chargebee a) Create a deal: On selecting this option, Chargebee will create a deal in HubSpot. If you choose to create a new deal, then you will have to choose:

- Which Hubspot pipeline would you like to create this deal in: Chargebee will display all the pipelines that are available in HubSpot. Select the pipeline that you would like to use.

- Choose the deal stage in HubSpot you'd like to create this deal in: The stages of the pipeline that you have selected in the previous setting will be displayed here. Select the stage at which you to want to create the deal.

b) Update Existing deal: This setting is applicable when: The deals are available on HubSpot and the corresponding Subscriptions for these deals are directly created in Chargebee.

Here, instead of creating a new deal, the integration will map the subscription to an existing deal. In case you are choosing this setting, it is recommended that you have only one deal for a contact as the integration will map the subscription with the last created (open) deal in HubSpot.

On selecting this option, Chargebee will prompt you to configure the following setting.

- Which Hubspot pipeline would you like to create this deal in: Chargebee will display all the pipelines that are available in HubSpot. Select the pipeline that you would like to use. The integration will only look for open deals in this pipeline to map subscriptions to.
- Choose the deal stage in HubSpot you'd like to create this deal in
- If there are no 'Open Deals' for the contact, allow Chargebee to look for open deals against the company: Enable this setting to allow Chargebee to search for open deals against the company.

If there are no 'Open Deals' in HubSpot - Choose what you'd like to do when there are no 'Open Deals' against that contact/company in HubSpot.

Available Options are:
a) Create a Deal
b) Do Nothing: It will not create or update any deals, but subscription information will still sync to the contact and company in HubSpot
Note: If there are multiple open deals associated to the same contact in HubSpot, then the last created deal will be updated.
Create/update new deals in HubSpot for subscriptions that are in Future state. Future Subscriptions are subscriptions whose start date is in the future. Enable this setting if you want to create/update deals in HubSpot for future dated subscriptions. Next, assign a deal stage for Future Subscriptions in HubSpot. Read our FAQ on future subscriptions.
Create new deals in HubSpot for subscriptions that are in trial Enable this option if you want to create new deals in HubSpot for subscriptions that are in trial in Chargebee
Choose the deal stage you'd like to assign all In-Trial subscriptions to The stage that you select here will be applicable for all the subscriptions that are in trial in Chargebee. In case the setting Create new deals in HubSpot for subscriptions that are in trial is disabled then all the in-Trial subscriptions will automatically be assigned to the deal stage 'Closed-Won'.
Note

The sync rules for deals will be honoured only after the initial and full sync is completed. Deals will not be created in HubSpot for subscriptions that are already in Chargebee at the time of setting up the integration. This is because, when the subscriptions are synced from Chargebee to HubSpot, they are likely to be closed won. Creating deals for subscriptions at the time of the integration will result in duplication.
Once the full sync is completed, the sync rules will apply and the deals will be created as set in the settings. Please do note that the subscription does not create new deals when it is upgraded.

Sync Rules for Fields 

In case you have additional properties created in Chargebee (other than those in field mapping), you can push them into HubSpot using this setting.

Sync Rules for Orders 

Enable this option "Allow Chargebee to sync orders to HubSpot" if you want Chargebee to sync your Shipping orders and related details like last order date, next order date and so on.

Note
  • Sync Rules for Orders will show up only if you have enabled Orders in your Chargebee account.

  • The Shipping order information in HubSpot will be displayed only if you are using Shipping Orders in Chargebee. If and when you are using Shipping Orders the following properties will be updated in the Contacts Object of HubSpot.

    • Last order date
    • Last order Amount
    • Last order base component SKU
    • Last order status
    • Next order date
    • Next order Amount
    • Next order base component SKU
    • Next order status
  • Shipping order information is not updated in HubSpot if:

    • You have not enabled Shipping Orders in Chargebee.
    • You have chosen to not sync shipping orders into HubSpot.

Data Validation 

During the Data Validation phase, the integration tries to sync the data between Chargebee and HubSpot based on your sync settings (Map Customers from Chargebee to Hubspot). If the criteria does not match, then the settings that you have selected in the Sync Rules for Contacts will be applicable.

Run Initial Sync 

Chargebee tests the connection between Chargebee - HubSpot CRM by syncing the first 10 records. Once this is done you can choose to sync all the records.

Once the sync is complete, you can manage the settings of the integration from the Integration page.

The Settings page will look as shown below. You can view the hourly syncs, sync errors and edit your sync configuration changes from this page.

You can Enable auto sync by clicking the Enable auto sync option. If you wish to edit the sync settings, you can do so by clicking the Manage Sync preferences link.

In case you wish to disconnect from HubSpot, click the Unlink Integration option. Data synchronisation will be stopped immediately. The data that is already pushed to HubSpot will not be revoked.

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