HubSpot Legacy to Quote-to-Cash Migration
This is a migration guide for transitioning from Chargebee's HubSpot Legacy integration to the HubSpot Quote-to-Cash (Q2C) integration. It outlines the steps for migrating customers and subscriptions so that you can map your data accurately, maintain the integrity of your records, and use the additional capabilities of HubSpot Quote-to-Cash.
The following are the steps to follow for customer and subscription migration:
How Quote-to-Cash compares with HubSpot Legacy
HubSpot Quote-to-Cash replaces the HubSpot Legacy integration and continues to add capabilities. Review the differences below before you begin your migration.
| Capability | HubSpot Quote-to-Cash | HubSpot Legacy |
|---|---|---|
| Sync framework | Companies (contact sync coming soon) | Contacts |
| Sales motions supported | B2B (B2C coming soon) | B2C |
| Product Catalog version supported | Product Catalog 2.0; Product Catalog 1.0 with dual mode | Product Catalog 2.0; Product Catalog 1.0 |
| Quoting | Yes | No |
| Ramped deals | Yes | No |
| Sync frequency | Real time | Every hour |
| Bidirectional sync | Yes | No |
| Automated subscription creation | Yes | No |
| CRM cards | Yes | Yes |
| Multi-entity support | Yes | No |
| Sync failure emails | No | Yes |
| Customer lifecycle mapping | No | Yes |
Before you migrate
Complete these tasks before you start the migration:
- Document your custom fields. List every custom field you currently sync from Chargebee to HubSpot. You recreate these field mappings in the Quote-to-Cash configuration before you run the initial sync.
- Test Quote-to-Cash in a sandbox. Connect your HubSpot sandbox to a Chargebee test site and run through your key workflows with the new integration before you migrate your production site.
Linking Quote-to-Cash resyncs your data from scratch, so complete the preparation in the sections below before you unlink HubSpot Legacy and link Quote-to-Cash.
Migrate customers
HubSpot Legacy uses contact-based mapping, where a customer in Chargebee is synced to HubSpot as a contact. HubSpot Quote-to-Cash uses company-based mapping, where a customer in Chargebee is synced to HubSpot as both a contact and a company.
Because of this change, select the correct company matching criteria during setup so that the companies associated with each contact are mapped correctly.
Chargebee offers two ways to match customers to companies in HubSpot. Select an option from the Choose how you want to find matching Company dropdown.
Match by company name or domain
Chargebee groups customers in HubSpot using their company name or email domain. This option works best for customers who use corporate email addresses (for example, name@company.com). When you select Using domain name or company name, customers with public email domains such as Gmail or Outlook do not sync. To avoid this sync failure, select Using custom fields if custom fields are already present in your Chargebee site.
Match by custom field (recommended for migrating users)
Chargebee uses a custom field configured in your Chargebee site to group customers into companies in HubSpot. This option works for any business, and is especially useful when your customers use a mix of corporate and public email domains. You must have a custom field already configured in Chargebee that identifies each customer's company — for example, a Business Account ID field that is unique to each company.
Make a note of all custom fields sent in the Legacy integration, and make sure that each one is mapped when you set up Quote-to-Cash, before you run the initial sync.
Note
The sales-driven flow (automation) and reverse sync (company sync job) are available in HubSpot Quote-to-Cash. As with the HubSpot Legacy integration, Chargebee does not support customer lifecycle mapping in HubSpot Quote-to-Cash.
Migrate subscriptions
- You can map subscriptions to existing deals or create them as new deals using the setting below.
- If you already had subscriptions mapped to closed-won deals in the Legacy integration, update the Subscription ID field at the deal level before you run the initial sync. This remaps all historic subscriptions to their original deal, regardless of the deal's pipeline or stage.
- Any new subscriptions created after you set up HubSpot Quote-to-Cash are mapped or created as new deals based on the matching criteria.
- Make a note of all custom fields sent in the Legacy integration, and make sure that each one is mapped when you set up Quote-to-Cash, before you run the initial sync.
Note
If a standard field you need to send is not available in the dropdown, contact support to enable it or confirm its feasibility before you run the initial sync.
- HubSpot Quote-to-Cash syncs item prices as products to HubSpot and adds the relevant line items to the deals created by this sync. This is not done in the HubSpot Legacy integration.
- The sales-driven flow (automation) and reverse sync (company sync job) are available in HubSpot Quote-to-Cash.
- The sales-driven flow (automation) and reverse sync (company sync job) are available in HubSpot Quote-to-Cash.
Unlink HubSpot Legacy and link Quote-to-Cash
After you have documented your custom fields and decided how customers and subscriptions map, unlink the Legacy integration and link Quote-to-Cash. Linking Quote-to-Cash resyncs your data from scratch, so complete the preparation steps above first.
- In Chargebee, open your existing HubSpot Legacy integration and click Unlink to disconnect it.
- Go to Apps > Go to Marketplace > Sales & CRM > HubSpot Quote To Cash, and then click Connect.
- Sign in to HubSpot, review the requested permissions, and grant access. You are returned to Chargebee.
- Configure your Quote-to-Cash settings — company matching, field mappings, and subscription settings — and then start the initial sync. For detailed configuration steps, see Quote-to-Cash Configuration and Quote-to-Cash Field Mapping.
- Monitor the sync logs and confirm that customers appear in HubSpot and that subscriptions are mapped to existing deals or created as new deals as expected.
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