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Quote-to-Cash Chargebee Actions 

Note

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. While creating a company, select the business entity from the Business Entity Name dropdown list for which you want to create subscriptions. You can create subscriptions automatically and checkout linksfor companies having one business entity only.
  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.
  5. Ensure the time zone settings in Chargebee and HubSpot  match exactly to maintain data consistency, particularly for subscription dates. This alignment prevents subscriptions from being recorded in HubSpot under Line Items  on incorrect dates, avoiding their registration a day earlier or later than intended.
Note

Chargebee Subscription data will not update Line items, Amounts, and the Close Date after the deal has been closed.

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. Click on the Subscription ID to view the created subscription on the Chargebee site.

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.

Configuring e-invoicing for customers

Note

This operation is optional.

You can also configure e-invoices for customers who are authorized to receive them while creating subscriptions. Ensure the following before configuring e-invoicing for customers.

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

Create subscriptions 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, whether metered or non metered with flat fee, per unit, volume pricing models, and billing frequencies.
  • No complex discount or coupon requirements.
  • Most of your customers pay for subscriptions via online payment methods.
  • No additional subscription and invoicing options are required.

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.)

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

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

  • Using products, whether metered or non metered with flat fee, per unit, volume pricing models, and billing frequencies.
  • No complex discount or coupon requirements.
  • Most of your customers pay for subscriptions via online payment methods.
  • No additional subscription and invoicing options are required.

You can create a checkout link to collect payments for products that are non-recurring and not a part of the subscription. For example, one-time charges. Creating checkout links for non-subscription products requires configuring checkout for one-time payments on your Chargebee site.

  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 via 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 metered or non metered 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.

Steps to create a subscription from the UI 

Enabling the feature

  1. Click Apps > Go to Marketplace > Sales & CRM.
  2. Click HubSpot Quote To Cash under the Apps connected section.
  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.If the Chargebee site is connected with multiple business entities, a unique access key is associated with each business entity. Sales users responsible for creating subscriptions for each entity must be provided with access keys.

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.

  4. Enter the access key of the business entity for which you are creating a subscription and click Proceed.

    The company and business entity details are auto-populated. If a different business entity is selected during the preliminary steps of creating a company, it is overridden by the business entity associated with the access key.

  5. Add customer details. Follow the steps listed below only if the customer has been authorized to receive e-invoices.

    1. In the Billing Address section, select Send e-invoice to this customer checkbox.
    2. In the VAT Settings section, select This is a valid business customer.
    3. Enter tax registration number if applicable, else select This customer does not have a VAT number.
  6. Click Proceed to Create Subscription.

  7. Select a Product Family from the drop-down list. The Add plan button is enabled.

  8. Select a plan from the Add Plan drop-down list.

  9. Select Currency and Billing Frequency for the chosen plan. Click Add.

  10. Click Create.

  11. 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 the Filter activity.)

  12. You can also generate a checkout link to create a subscription using the UI method. Follow steps 1 to 7 and click the Get Checkout Link button as shown in the above screenshot.

  13. A Copy Checkout Link window appears with the checkout link. Copy the link and Click Proceed to Deal.

  14. The Chargebee checkout link field on the deals page is populated with the new checkout link.

  15. 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.

Subscription amendment 

A subscription amendment refers to changes that are made to a subscription for up-sells or down-sells made to a customer's subscription plan, such as upgrading or downgrading the plan, adding or removing features, or changing the billing cycle. This allows customers to adjust their subscriptions to better suit their business needs.

Note
  • A new deal must be initiated to make changes to a subscription that has already been marked as closed-won.
  • Downsell or reduction in quantity is not yet supported for Amendments with HubSpot Quote to Cash integration.

Chargebee offers two ways to initiate subscription amendments.

  • Automation: Use HubSpot fields in your automation flow utilizing the Chargebee automation trigger. Learn more.
  • Manual: Use the Chargebee iFrame within HubSpot. Learn more.

Amend a subscription 

To amend a subscription, follow the steps below:

  1. In your HubSpot account, navigate to Deals and create a new Deal.
  2. Set the Deal type to Existing business.
  3. Associate the appropriate Company with the Deal.
  4. Include the subscription ID of the subscription that you want to amend in the Subscription ID custom field in HubSpot.

Using automation

The process of modifying a subscription via HubSpot fields involves following steps.

Note

The automation flow in HubSpot only supports up-sells due to line item limitations. To initiate a down-sell for a subscription, use the manual edit subscription button.

Refer to the following table for further guidance on the supported scenarios and relevant procedures.

Action

Scenario

Update existing line items

  • Supports quantity update for one item.

  • Supports quantity updates for multiple items.

Add new line items

  • Supports new addons or charges addition.

Replace existing plans and/or add new entities to line items

  • Supports the plan replacement.

Manual discounting (Configurable as Price Override or Manual Discount in your HubSpot Quote to Cash configuration)

  • Supports manual discount for the replaced plan or new addon or charges. These discounts will apply to those specific line items only.

Interaction with dates

  • Supports start date amendment on the plan only for future subscriptions.

  • Supports subscription change schedules for single or multiple new line items as long as they all share the same date.

  • Supports updates to quantities in line items along with subscription change schedules as long as the dates are same. The added quantity will be active on that said future date.

Using manual edit subscriptions button

The manual amendment is possible using Chargebee iFrame within HubSpot to perform both up-sell and down-sell.

Click the Edit subscription button to modify the Chargebee iFrame in a new deal. This iFrame allows you to directly access the Chargebee user interface and perform any action permitted in Chargebee. Furthermore, you can even generate checkout links using it.

See also

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

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