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HubSpot FAQ 

1. How are the deal close dates updated? 

The deal close date property updated in HubSpot depends on the state of the subscription.

The table below describes this in detail.

Subscription state at the time of first sync Deal stage selected in the setting Deal's close date
Future Any stage other than 'Closed Won' Subscription start date
Closed Won Subscription create date
Active or Non renewing Any stage Subscription create date
In trial Any stage other than Closed Won Trial end date
Closed Won Subscription create date
Do not sync in trial subscriptions Subscription won't sync
Any other subscription state N/A Subscription won't sync

2. Will there be any impact on the deal close date property when there is a change in the subscription state? 

Yes, the subscription state determines the deal close date that is updated in HubSpot. Refer to the [faq no] to know more.

The below table explains the impact in detail.

Subscription's state at the time of first sync Subscription's new state at the time of subsequent sync Deal Close date
Future In trial Deal close date is not updated.
Future Active Subscription start date if the deal is not closed. Suppose if the deal is already closed before the sync, then there is no change.
Future Non-renewing Subscription create date is updated.
Future Canceled Deal close date is not updated.
In trial Active Subscription create date is updated.
In trial Non-renewing Subscription create date is updated.
In trial Canceled Deal close date is not updated.
Active Non-renewing Deal close date is not updated.
Active Paused Deal close date is not updated.
Active Canceled Deal close date is not updated.
Paused Active Subscription create date is updated.
Paused Non-renewing Subscription create date is updated.
Paused Canceled Deal close date is not updated.
Non-renewing Active Deal close date is not updated.
Non-renewing Canceled Deal close date is not updated.
Canceled Active Subscription create date
Note:
The ‘Subscription create date' is updated only if the canceled subscription did not have a deal in HubSpot at the time of the sync.
Canceled Non-renewing Subscription create date
Note:
The ‘Subscription create date' is updated only if the canceled subscription did not have a deal in HubSpot at the time of the sync.

3. What is a future subscription in Chargebee? How are the corresponding deals for Future subscriptions created in HubSpot? 

Future Subscriptions are subscriptions whose start date is in the future. To sync the information of future subscriptions, enable the option ‘Create/update deals in HubSpot for subscriptions that are in future' and then select the deal stage for the subscription in HubSpot. How the information of the future subscriptions get synced directly depends on the configuration of the setting ‘When a subscription is created in Chargebee'.

If you have selected the option:

  • Create a deal: A new deal is created for future subscription with the pipeline and deal stage selected in the setting.
  • Update a new deal: the integration checks for an existing deal and updates it with the deal stage selected in the setting. If there are no open deals, then the action configured for ‘If there are no open deals' takes place.

  • Do nothing: does not create a deal

Chargebee creates and updates deals in HubSpot for future subscriptions depending on their state at the time of the sync.

For example, the deal stage selected for

  • Future is Contract Sent
  • In trial is Qualified to buy
  • Active/Non-renewing is closed Won
Subscription's state at the time of first sync Subscription's new state at the time of subsequent sync Deal Behaviour
Future In trial Deal is first created in the stage ‘Contract Sent' and then updated to ‘Qualified to buy'.
Future Active Deal is first created in the stage ‘Contract Sent' and then updated to ‘Closed Won'.
Future Non-renewing Deal is first created in the stage ‘Contract Sent' and then updated to ‘Closed Won'.
Future Canceled Deal is first created in the stage ‘Contract Sent'. Please do note that, the subscription related custom properties on the deal are only updated and there is no update on the standard deal properties (such as stage) .

4. How does the integration handle syncing of failed records? 

The Chargebee - HubSpot integration syncs all the failed record only once every 24 hours. This is because syncing all the failed records during the hourly sync, could increase the bandwidth and cause a delay in syncing the rest of the records (error free).

During the hourly sync, the integration updates :

  • all the new subscriptions and customers that are created.
  • the subscriptions and the customers that has been edited or updated after the previous sync.

For example, the integration identifies 50 failed records on 1 October 2020, at 12 AM, then during the next hourly sync (at 1 AM):

  • The integration will sync all the customers and subscriptions that were created after the previous sync.
  • Any customer or subscription that was updated after the previous sync (between 12 AM to 1 AM).
  • The customers and subscriptions that were updated from the 50 failed records. Suppose 10 records of the 50 records were updated, then the integration will try to sync only the 10 records. The remaining 40 records, if updated will be synced during the consecutive hourly syncs. In case, they are not updated, Chargebee will try to sync them again on 2nd October 2020, at 12 AM.
Note

This is the case only for auto sync. You can perform the manual sync anytime by clicking the Settings > Configure Chargebee > HubSpot > Sync now.

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