Quote-to-Cash Configuration 

Note

Early Access
The HubSpot Quote-to-Cash integration is currently in early access. Contact eap@chargebee.com to join the Early Adopter Program.
The Quote-to-Cash integration requires HubSpot's Sales Hub Professional  edition or higher.

Product synchronization 

The price points for plans, addons, and charges in Chargebee are synced to products in HubSpot. Moreover, both metered and non-metered products are supported.See the field-mapping details for the product object to know how each field of a product in HubSpot is populated with data from Chargebee. For a given plan, addon, or charge, the price points with the same billing frequencies are synced to the same product (and hence SKU) in HubSpot. While syncing a price point, the existing HubSpot product SKUs are looked up for a match before creating a new product. The products are synced to the root product folder, and you can reorganize them as needed.

If multiple Chargebee sites are connected to one HubSpot account, and these sites have an identical product with the same SKU, the integration syncs the product SKU only once to HubSpot. For example, a merchant has two Chargebee sites, site A and site B, and the product Standard Plan(SKU-Standard-plan-monthly) exists on both sites. If the integration syncs the product SKU Standard-plan-monthly to HubSpot as part of site A, the sales user can create a subscription out of a deal by adding the product for site A only. The product with the same SKU cannot be synced again to HubSpot as part of site B.

Note

Any changes made to HubSpot products are not synced back to Chargebee. It is recommended that such changes be made in Chargebee directly so that they are reflected in HubSpot on the next sync

Supported pricing models 

The integration allows syncing Chargebee plans, addons, and charges with price points created using any pricing model to HubSpot products. However, during the sync of tiered, volume, and stairstep price points, Chargebee only syncs the price that is set for the lowest tier as HubSpot does not support tiered pricing and allows you to store only a single value for the price component of a product.

For example, if there is a plan with the following tiered price points in Chargebee:

Plan/Addon ID

 

Plan/Addon Price Point External Name

 

Pricing Model

 

Billing Frequency

 

Units

 

Price per unit

 

premium_plan

Premium Plan - Monthly

Tiered

Monthly

1-20

USD 200

21-40

USD 190

41-& Above

USD 160

The above tiered price points are synced into HubSpot in the following manner:

SKU

 

Product Name

 

Recurring billing frequency

 

Price

 

premium_plan-1-month

Premium Plan - Monthly

Monthly

USD 200

You can also create subscriptions automatically from deals and create checkout links for products that have price points of type flat fee, per unit, and volume. The integration will create subscriptions or checkout links with the price set at the deal line item level. However, you can manually modify the price if you do not want to set the price that is auto-synced to HubSpot. For example, as shown in the above table, the premium_plan has a price set for a defined quantity range. As HubSpot does not store tier-based pricing, the integration will sync the lowest tier price USD 200, but you can set a price of your choice that will override the synced price.

You can also create subscriptions using the UI button for products that have price points created using any of the pricing models available in Chargebee.

Supported billing frequencies 

The table below lists all the supported recurring billing frequencies  in HubSpot and the corresponding billing frequencies in Chargebee.

"Recurring billing frequency" in HubSpot Matching "Billing frequency" in Chargebee
Quarterly Every 3 months
Semi-annually Every 6 months
Every two years Every 2 years
Every three years Every 3 years
Monthly Monthly
Annually Yearly

Any price points created in Chargebee for billing frequencies not listed here (such as weekly, daily, and other custom frequencies) are not synced to HubSpot products. However, these limitations are not in effect when using the Create Subscription button.

Product sync examples 

In this section, we look at some example scenarios to understand how plans, addons, and charges are synced as products in HubSpot.

Syncing plans and addons

The table below shows a couple of price points created for a plan and an addon each in Chargebee:

  Plan/Addon ID Plan/Addon Price Point External Name Billing Frequency Price
1 additional_users Additional Users - 6 Months Every 6 months EUR 250
2 additional_users Additional Users - 6 Months Every 6 months USD 299
3 premium_plan Premium Plan - Annually Yearly USD 599
4 premium_plan Premium Plan - Annually Yearly EUR 500

The above price points are synced as HubSpot products in the following manner:

  SKU Product Name Recurring Billing Frequency Price

1

premium_plan-1-year

Premium Plan - Annually

Annually

USD 599

2

EUR 500

3

additional_users-6-month

Additional Users - 6 Months

Semi-annually

USD 299

4

EUR 250

If a price point has changed since the last sync, the attributes of the price point overwrite the attributes of the mapped HubSpot product on the next sync. Chargebee allows for billing attributes such as the number of billing cycles (mapped to Term in HubSpot) or Price Point External Name (mapped to Product Name) to be different for different currencies. HubSpot on the other hand, for a given product, defines only one Term or Product Name, regardless of currency.

Note

As a result, it is strongly recommended that for all price points of a plan or addon in Chargebee, you keep the values of all attributes (except price) the same.

Syncing charges

The table below shows a couple of price points created for a charge in Chargebee:

  Charge ID

Charge Price Point External Name

Price
1 implementation_charge  Implementation Charge USD 100
2 implementation_charge  Implementation Charge EUR 90

The above price points are synced as HubSpot products in the following manner:

 

SKU

Product Name

Recurring billing frequency

Price

1

implementation_charge

Implementation Charge

One-time

USD 100

2

EUR 90

See also

Refer to the field-mapping referencefor the Product object to understand how each Product field in HubSpot is modified/synced.

Business entities 

Note

The Multi Business Entity feature is a private beta release. Contact support@chargebee.com to enable it.

The integration allows you to select business entities configured for your Chargebee site to connect to your HubSpot account. The connected business entities are available for selection on the HubSpot company records to create subscriptions for the required business entities in Chargebee.

For a single Chargebee site, you can connect single or multiple business entities with your HubSpot account.

Select business entities 

To select business entities, follow the below steps.

  1. Click Apps > Go to Marketplace > Sales & CRM.
  2. Select HubSpot Quote To Cash under the Apps connected section.
  3. On the right pane, select Manage sync preferences.
  4. Click Select Business Entities and choose the required entities.
  5. Click Apply Changes.

Business entities synchronization 

Through the integration, the selected business entities are available for selection in the HubSpot company Business Entity Name field.

Customer Linking 

The company and contact object in HubSpot are mapped to the customer object in Chargebee, and subscriptions are created for the customer from deals associated with the company and contact.
You can choose to link customers in Chargebee to companies in HubSpot in the following ways.

  • 1:1 - One customer in Chargebee to one company in HubSpot.
  • N:1 - Many customers in Chargebee to one company in HubSpot.

When you configure the quote-to-cash integration, by default, the integration maps one customer in Chargebee to one company in HubSpot (1:1). If you wish to map many customers in Chargebee to a single customer in HubSpot (N:1), follow the steps outlined in select customer linking and configure sync rules for customers.

The following table illustrates how N:1 customer linking is implemented.

HubSpot Deal

 

HubSpot company and contact

 

How are customers created in Chargebee?

 

Deal 1

Company: Zencorp
Contact: Allen (primary contact)

While creating a subscription out of deal 1:

  • A subscription is created.

  • A customer is created with Allen as the contact and Zencorp as the company.

Deal 2

Company: Zencorp
Contact: Amy (primary contact)

While creating a subscription out of deal 2:

  • A subscription is created.

  • A second customer is created for the same company Zencorp with Amy as the contact.

Deal 3

Company: Sony
Contact(s):
Alex
Phil
Claire (primary contact)

While creating a subscription out of deal 3:

  • A subscription is created.

  • A customer is created with Claire as the contact and Sony as the company.

If you have already configured the HubSpot Quote-to-Cash integration, you can use the customer linking option by clicking the Access Now button as shown in the below screenshot.

Select customer linking 

To select customer linking, follow these steps.

  1. Click Apps > Go to Marketplace > Sales & CRM.
  2. Click HubSpot Quote To Cash under the Apps connected section.
  3. On the right pane, select Manage sync preferences.
  4. In Manage Preferences, click Select Customer Linking.
  5. Turn on the Link multiple Chargebee Customers to one HubSpot company toggle and set up sync rules for customers.
Warning

Once the customer linking option has been enabled, it cannot be disabled. In order to disable it, you must reconfigure the integration.

Sync rules for customers 

The integration allows you to configure how the customer data in Chargebee is synced to company and contact records in HubSpot. Choose the required configurations and click Proceed.

The following settings are available to configure sync rules for the customer.

Sync Rules for Chargebee Customers to HubSpot

This setting allows you to configure data sync between Chargebee customers and HubSpot companies and contacts. After syncing a customer, the integration links that customer to a Company and its associated Contact in HubSpot.

  1. Select Customers you want to sync with Hubspot
    The following options are available.

    • All Customers
    • Customers with active or non-renewing subscriptions only
  2. When a matching Company or Contact already exists in HubSpot
    With this option, the integration attempts to identify a matching contact based on its email address and then locate a matching company using the domain name of the email address and the company name of the customer. Upon finding a match, the integration sets up a link between Chargebee and HubSpot to synchronize data.

    1. Select how data from Chargebee should flow into matched HubSpot objects
      The following options are available.
      • Overwrite HubSpot fields
      • Update empty HubSpot fields
      • Link records only
    2. When a Company or Contact or both do not exist in HubSpot
      In the event that no match or a partial match is found, the integration updates the matched object in accordance with the option selected in steps #1 and #2. Furthermore, it creates the missing records, associates them with one another, and links them with the Chargebee customer.

Sync Rules for Updates to linked objects

This setting allows you to configure how Chargebee and Hubspot should sync changes to linked records.

  1. When a customer is updated in Chargebee
    The following options are available.
    • Overwrite HubSpot Fields with Chargebee data.
    • Do Nothing
  2. When a Company or Contact is updated in HubSpot
    The following options are available.
    • Overwrite Chargebee fields with HubSpot data.
    • Do Nothing
  3. When a customer record is updated in Chargebee and in HubSpot at the same time.
    This option is visible only when the value for the above settings (1 and 2) are set to overwrite.
    • Overwrite HubSpot fields with Chargebee data.
    • Overwrite Chargebee fields with HubSpot data
    • Flag the record and let me decide

Sync rules for subscriptions 

Sync Chargebee subscriptions to HubSpot deals, either by creating a new deal or by mapping to an existing deal.
You can configure settings to decide what subscriptions should be synced to deals in HubSpot, set deal stages based on subscription status, and automate creating deals for a subscription in Chargebee.
This sync will allow you to access all the important data related to the subscription in HubSpot directly without logging in to Chargebee.

Sync Subscriptions from Chargebee to HubSpot
To enable this feature, follow these steps:

  1. Enable Sync subscriptions from Chargebee to HubSpot.

  2. Set up Sync Rules for Subscriptions

    1. Select one or more subscription statuses that you want to sync. The options are:

      • Active / Non-Renewing: Syncs Chargebee's active or non-renewal subscriptions to deals in HubSpot.
      • In Trial: Syncs Chargebee's trial subscriptions to deals in HubSpot.
      • Future: Subscriptions whose start date is in the future, this option syncs Chargebee's future-dated subscriptions to deals in HubSpot.
    2. Select how you want to sync subscriptions to HubSpot. The options are:

      • Always create a new Deal: On selecting this option, a new deal will be created in HubSpot whenever the subscription sync is triggered.
      • Only link to a matching Deal: On selecting this option, an existing deal will be updated in HubSpot whenever there is a match between a subscription and a deal. The matching criteria are shown in the image below.
      • Link to a matching Deal, and create a new Deal if a match isn't found: On selecting this option, an existing deal will be updated whenever there is a match between subscription and deal. If no match is found then a new deal will be created in HubSpot. The matching criteria are shown in the image below.
        Note: For finding a match for a Deal, select Only link to a matching Deal or Link to a matching Deal, and create a new Deal if a match isn't found option. For details, see the following image.
    3. Set up the Deal Naming Format. Click Change.

      • Configure the Deal Naming Format that you want to show as the Deal name in HubSpot. For example, suppose you want to configure the Deals name for a New sale of a specific Company with Chargebee's subscription ID, it may appear as shown below.\
        The following are the Chargebee fields that you can add to configure the Deal Naming Format.

        • Customer ID: Unique identifier of the customer.
        • Subscription ID: Unique identifier of the subscription.
        • Company: Name of the company for which you are syncing the subscription.
        • First Name: First name of the customer.
        • Last Name: Last name of the customer.
      • Click Apply and view the changes.

    4. Configure the Deal Pipeline and Stages.

      • Select the pipeline where Deals should be synced: Chargebee will display all the pipelines that you have configured in your HubSpot account. Select the pipeline that you would like to use.
      • Select the Deal stage for Subscriptions in different stages: Map the Chargebee Subscription Status with Hubspot Deal Stage as required.
        • Chargebee Subscription Status: You cannot change Chargebee Subscription Status options, these options appear based on your configuration on Select subscription statuses that you want to sync. You will get a detailed explanation of these statuses in Step 2.1.
        • Hubspot Deal Stage: You can change Hubspot Deal Stage options using this mapping. For example, consider Chargebee's active or non-renewal status which is mapped to the Appointment Scheduled deal stage as shown below. Now if you want to change the deal stage to any other stage you can do that using this option and it will replicate in HubSpot with the upcoming sync.
  3. Click Proceed to go to the Sync Additional Data .

Sync billing address via custom HubSpot fields instead of standard fields 

Enable this setting to sync billing address information from custom billing address fields in HubSpot to standard billing address fields in Chargebee.

Note

This option should only be used if you have set up custom billing address fields within a company object in HubSpot and do not wish to sync records with HubSpot's standard billing address fields.

Configuring custom billing address fields

  1. Create custom billing address fields in HubSpot.
  2. Select HubSpot under Apps on your Chargebee site.
  3. On the right pane, click Manage sync preferences.
  4. Turn on the Sync billing address via custom HubSpot fields instead of standard fields toggle.
  5. Select the required custom billing address fields from the HubSpot Company Field dropdown list, and then map those fields by selecting the appropriate fields from the Chargebee Customer Field dropdown list.
  6. Click Apply Changes.

Company synchronization 

The integration syncs company records in HubSpot to customer records in Chargebee.When a company record is synced to Chargebee for the first time, a new customer record is created in Chargebee and mapped to it. No existing customer records are checked to find a match. Once a company is synced to Chargebee as a customer record, subscriptions created from deals associated with the company are created against the same customer in Chargebee.
When the integration syncs company records, the Country / Region property from HubSpot is synced to customer.billing_address.country in Chargebee. During the sync, the integration converts the country name from HubSpot to their corresponding ISO country codes and maps them to Chargebee. However, in rare scenarios, there is a mismatch between the country name and its ISO code, resulting in errors during conversion. For example, in Chargebee the country South Korea is stored as KOREA (Republic) whereas HubSpot stores it as Korea, Republic of. Due to this mismatch, the integration fails with an invalid country name error.

However, you can modify the country name Korea, Republic of in HubSpot to KOREA (Republic) and successfully sync company records, create subscriptions, and checkout links.

Note

The information flows only from HubSpot to Chargebee for the company records and never the other way around..

See also

Field-mapping for the company object.

Configuring company synchronization 

Chargebee allows you to map up to 15 additional fields for syncing from company records in HubSpot to customer records in Chargebee. Any changes to these additional field values replace the current value when the integration syncs company records. However, blank values in HubSpot do not overwrite values in Chargebee.
The steps are as follows:

  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. Add the required fields under Map Additional Fields for Company.

Under the HubSpot Company Field dropdown list, the available options are the standard or custom properties belonging to the following property groups in the company object:

  • Sales properties
  • Company information
  • Target accounts information
  • Any other custom property group

Similarly, under the Chargebee Customer Field dropdown list, the following properties on the Chargebee customer are available for selection:

  • Auto collection
  • Net payment terms (Net-d)
  • Language/locale
  • Preferred currency
  • VAT Number
  • Allow customer to pay via bank account
  • Any custom fields defined for the customer object.
Warning

Field Compatibility
The fields available for Chargebee are only those that are compatible with the type of property  selected for HubSpot.

Contact synchronization 

Contacts in HubSpot are synced to Customer records in Chargebee. However, this is optional and only applicable to those contacts which meet the following criteria:

  • The contact is associated with a company record.
  • The contact has one or both of the following properties set to Yes:
  • Chargebee Primary Contact
  • Chargebee Billing Contact
See also

For more information on how a contact's fields affect sync behavior, read the Field Mapping reference for Contact.

Deal synchronization 

Properties of Deals and Deal Line Items in HubSpot are used to determine the attributes of Subscription records in Chargebee. Once a company is synced to Chargebee as a customer record, subscriptions created from deals associated with the company are created against the same customer in Chargebee. A number of workflows are available to create subscriptions out of deals.

Configuration 

Map Additional Fields for Deals

Chargebee allows you to map up to 15 additional fields for syncing from deal records in HubSpot to subscription records in Chargebee. Any changes to these additional field values replace the current value when the integration syncs deal records. However, blank values in HubSpot do not overwrite values in Chargebee.
The steps are as follows:

  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. Add the required fields under Map Additional Fields for Company.

Under HubSpot Deal Field, the available options are the standard or custom properties belonging to the following property groups belonging to the deal object:

  • Deal activity
  • Deal revenue
  • Deal information
  • Analytics history
  • Any other custom property group

Similarly, under Chargebee Subscription Field, the following properties on the Chargebee subscription are available for selection:

  • Auto collection
  • Any custom fields defined for the subscription object.
Warning

Field Compatibility
The fields available for Chargebee are only those that are compatible with the type of property  selected for HubSpot.

Enable ‘Create Subscription' Button

You can manually create a subscription from HubSpot when this option is selected. A ‘Create Subscription' button is available in the right pane of the HubSpot application. Enabling the toggle displays an access key.

See also

For more information, see create a subscription from the UI

Settings for creating subscriptions 

Create subscriptions manually from Hubspot 

This option allows you to manually create a subscription from HubSpot. Once this option has been enabled, a Create Subscription button appears in the right pane of the HubSpot application. Enabling the toggle displays the permanent 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. For more information, see creating a subscription via UI.

Create subscriptions as contracts from HubSpot 

This option allows you to create subscriptions with contract terms out of HubSpot deals. Contract term settings configured in Chargebee are taken as the input. You can view the contract terms fields on HubSpot only after enabling contract terms for your Chargebee site.

Enabling autosync 

The autosync feature runs the sync job between HubSpot and Chargebee automatically every 15 minutes. You can enable it as follows:

  1. Click Apps > Go to Marketplace > Sales & CRM.
  2. Click HubSpot Quote To Cash under the Apps connected section.
  3. Enable the toggle Autosync enabled.
    At any point in time, you can trigger a sync manually by clicking Sync Now.
Note

Error Retires
Whenever certain records fail to sync between HubSpot and Chargebee, they are automatically retried every 24 hours.You can also trigger a manual retry of these records by clicking Sync Now.

Sync Dashboard 

Sync Dashboard displays an overview of the records that synced from Chargebee to Hubspot.

Based on the latest sync, the dashboard displays the following information:

  • Number of customers synced successfully: The number of newly synced customer records or the number of records synced as part of an update in HubSpot from Chargebee.
  • Number of failed records: The number of records that failed to sync.
  • View sync log: Click View sync log to view the consolidated list of synced records and their properties from all sync actions.

Supported data types for fields 

Additional fields can be configured for syncing from HubSpot to Chargebee. This section lists the supported data types for fields in HubSpot and Chargebee when configuring additional fields to be synced for Company or Deals.

HubSpot Data Types 

The following field data types  are supported for syncing from HubSpot:

  • Single line text
  • Dropdown select
  • Single checkbox
  • Date picker
  • Number (formatted or unformatted)

Chargebee Data Types 

The supported field data types in Chargebee depend on the data type of the corresponding field in HubSpot. The following is the complete list of field data types supported for syncing to Chargebee:

  • Single line text
  • Number
  • Dropdown
  • Checkbox
  • URL
  • Email
  • Date picker
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