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Quote-to-Cash Chargebee Actions 

Note

Early Access
The HubSpot Quote-to-Cash integration is currently in early access. Contact [email protected] to join the Early Adopter Program.

This section describes the available manual and automated actions for Chargebee within HubSpot.

Creating subscriptions from deals 

The HubSpot quote-to-cash integration helps you create subscriptions from deals after a sale is confirmed.

Preliminary steps before creating subscriptions 

Before creating a subscription in Chargebee, follow the steps below to create the required records in HubSpot:

  1. Create a Company  in HubSpot.
  2. Add Contacts  to the created company. Creating contacts for a subscription is not mandatory as the company is the primary identifier for this integration. However, adding contacts as a primary or billing contact helps to map respective fields in Chargebee.
  3. Add Deals  to the created company.
  4. Add Line Items  to the created deal. HubSpot line items refer to the product library. Learn more about product synchronization between HubSpot and Chargebee.

Creating a subscription 

You can create a subscription out of a deal. Creating a subscription generates a Chargebee subscription card on the right pane of the deal page.

Note
  • The subscription card is visible as soon as the subscription is created. If you do not see the card, refresh the deal page.
  • If the subscription is created via the checkout link method, the subscription card is available within 15 minutes after the customer successfully completes the checkout.

There are two ways to create a subscription out of a deal in HubSpot. We discuss each of them below:

Automatically by setting a deal property value

This section explains how you can trigger a subscription to be created automatically by setting a deal property to a certain value.

Considerations

You can use this method to create a subscription when you meet the following specifications:

  • Using products with only the supported pricing models and billing frequencies.
  • No complex discount or coupon requirements.
  • Most of your customers pay for subscriptions via online payment methods.
  • No contract terms or any additional subscription and invoicing options are required.
Follow these steps to create a subscription automatically
  1. Complete the preliminary steps.

  2. Select Create Subscription from the Chargebee Automation Trigger dropdown list. (You can automate this by creating a workflow  that will automatically set the property value to Create Subscription when the deal is closed-won.)

  3. You can add these Chargebee properties by selecting View all properties > Manage Properties.

  4. Optionally, set the Primary and Billing contact for the relevant contacts associated with the HubSpot company. The information on the primary contact is synced to the customer in Chargebee, whereas the information on the billing contact is synced to the customer's billing address. See contact field mapping for more details.You can view details about Chargebee's customers on the HubSpot Companies available on the right pane under the Chargebee Customer tab.

  5. Select Save. Any mandatory add ons or charges that have been configured in Chargebee (against the base plan) will be automatically added to the subscription even if they are not added to the deal.

  6. The subscription is created in Chargebee and a link to its page in Chargebee is displayed on the deal's page. (If you don't see the activity logged for creating the subscription, enable the activity filter for the integration by clicking on Filter activity.)

Create a checkout link to be shared with the customer

This section explains how you can trigger a checkout link to be created automatically by setting a deal property to a certain value.

Considerations

You can use this method to create a subscription when you meet the following specifications:

  • Using products with only the supported pricing models and billing frequencies.
  • No complex discount or coupon requirements.
  • Most of your customers pay for subscriptions via online payment methods.
  • No contract terms or any additional subscription and invoicing options are required.
Follow these steps to create a subscription using the Checkout link
  1. Complete the preliminary steps.

  2. Select Create checkout link from the Chargebee Automation Trigger dropdown list. (You can automate this by creating a workflow  that will automatically set the property value to Create Subscription when the deal is closed-won.)

  3. Select Save. The checkout link is created and displayed. Any mandatory addons or charges that have been configured in Chargebee (against the base plan) will be automatically included when the customer is checking out.

  4. Click the checkout link and you will be redirected to the payment page where you can place an order for the deal.

  5. You could set up further automation such that an email is automatically sent to the prospect with, say, the HubSpot quote and this Chargebee checkout link attached to the email. The prospect can then use the link to securely provide a payment method and complete their purchase via Chargebee Checkout. The Chargebee customer information, including their card information, is then made visible on the HubSpot company page.

Creating a subscription from the UI

This section explains how you can create a subscription by filling a form directly from a deal page in HubSpot.

Considerations

You can use this method to create a subscription when you meet the following specifications:

  • Using coupons or manual discounting features in Chargebee, especially limited period or one-time discounts/coupons.
  • Have products with volume, tiered, or stair-step pricing models.
  • The charges need to be previewed before creating the subscription.
  • Configure contract terms or other subscription and invoicing options that cannot be automated.
Follow these steps to create a subscription from the UI

Enabling the feature

  1. On the Chargebee site, click Settings > Third-party integrations.
  2. Under Apps connected, click HubSpot (New).
  3. On the right pane, click Manage sync preferences.
  4. Turn on the Enable 'Create Subscription' button toggle.
  5. Enabling the toggle displays an access key. Copy the access key and store it in your password manager. Use this key each time you create a subscription.

Creating a subscription

  1. Enable the feature following the steps mentioned above.
  2. Complete the preliminary steps.
  3. Click the Create Subscription button available on the right pane of the deal page to create a subscription.

The company associated with the deal is automatically synced to Chargebee.

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