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HubSpot 

HubSpot CRM enables you to kickstart your sales process automatically by tracking customer interactions from a variety of sources such as email, social media, and so on,. This lightweight CRM gives you the latest information on deals won and lost, appointments scheduled, and contracts.

Chargebee provides a seamless integration with HubSpot that helps you to:

  • Sync subscription and customer information in Chargebee with HubSpot CRM.
  • Create deals in HubSpot when a subscription is created in Chargebee.
  • Create contacts and subscriptions in Chargebee from HubSpot.
Note
  • At present, you can connect your HubSpot account with only 1 Chargebee site.

Release Notes 

15 August, 2020

  • Create Chargebee Customer and Subscription from HubSpot: If you have a sales-driven workflow, your sales team works directly in HubSpot. They work through the deals and companies in HubSpot and create Chargebee customers and subscriptions from them. Learn more.
  • Option to select from different pipelines: With this update, Chargebee displays the different pipelines in HubSpot that you can choose from to sync your subscription information. This feature allows users to sync subscriptions, and create/update deals in any pipeline in HubSpot. Learn more.
  • Mapping customers with contacts: Mapping customers from Chargebee to HubSpot was earlier done using email. With this update you can use the Email, Phone number, or any other custom fields in Chargebee to map with the email, phone number, mobile phone number, work email, or Twitter username in HubSpot. Learn more.
  • Enhancements to the way Chargebee updates contacts lifecycle stages: This setting is now optional. Learn more.

Read more about HubSpot releases.

Prerequisites 

Chargebee will not create a company in HubSpot CRM. HubSpot provides a setting that automatically populates the contact's associated company either from the domain name or email address. It is recommended that you enable the Automatically create and associate companies with contacts option in HubSpot.

Types of Account 

You can configure the Chargebee - HubSpot integration both in Chargebee's test site as well as the Live site. We recommend you to first test the synchronisation of data from Chargebee test site to a test account in HubSpot CRM.

Object Mapping 

The following objects in HubSpot CRM will be updated upon setting up this integration.

  • Contact
  • Deals
  • Company
Note

Invoices will be displayed for the Contacts, Company and Deals object as a widget in the right panel in HubSpot.

Field Mapping 

Chargebee objects are mapped to some of the standard HubSpot objects. The below tables will give you a detailed mapping relationship between objects in Chargebee and HubSpot.

Contacts 

Contact Information:

Property Group HubSpot Chargebee
Contact (Contact object in HubSpot and Customer in Chargebee) Email Email
First Name First Name
Last Name Last Name
Phone number Phone
Company name Company name
Lifecycle stage The stage that you have set up in the "Sync rules for contacts" will show up
Chargebee Customer Information (Contact object in HubSpot and Customer in Chargebee) Chargebee customer ID Customer ID
Billing Address Billing Address
Billing City Billing City
Billing State Billing State
Billing Country Billing Country
Billing Zip Billing Zip
Auto collection Auto collection
PreferredCurrencyCode Preferred Currency Code
PaymentMethod Status Payment Method Status
PaymentMethod Type Payment Method Type
net_term_days net_term_days
Tax exempt status Tax exempt status
First name (billing) First name
Last name (billing) Last name
Email (billing) Email
Phone number (billing) Phone number
Billing State (ISO code) Billing State
Billing Country (ISO code) Billing Country
Subscription Information(Contact object in HubSpot and Subscription in Chargebee) Subscription ID Subscription ID
Subscription status Subscription status
Subscription MRR Subscription MRR
Product Product
Plan quantity Plan quantity
Setup fee Setup fee
Due invoices count Due invoices count
Remaining billing cycles Remaining billing cycles
PO number PO number
Next billing at Next billing at
Next billing amount Next billing amount
Total dues Total dues
Due since Due since
Chargebee Order Information(Contact object in HubSpot and Orders in Chargebee) Last order date Fetches the order date closest to, but before the current date and time.
Last order Amount Fetches the order amount of the last order.
Last order base component SKU Fetches the SKU for the line item based on the last order
Last order status Fetches the status of the last order
Next order date Fetches the order that is closest to & after the current date and time
Next order $ Fetches the order amount of the next order.
Next order base component SKU Fetches the SKU for the line item based on the next order
Next order status Fetches the status of the next order
Note

Chargebee Order Information property group is applicable only if you are using Shipping orders.

Company 

Property Group HubSpot Chargebee
Chargebee Subscription Metrics(Company object in HubSpot and Subscription module in Chargebee) Total subscription MRR Fetches the total MRR of all the active subscriptions associated with the company.
Total # of subscriptions Fetches the total number of subscriptions associated with the company.
Total dues Fetches the total dues across all subscriptions (for all customers associated with this company in Chargebee)
Total due invoices count Fetches the total due invoice count across all subscriptions for all customers associated with the company
Total invoice amount paid Fetches the total paid invoices throughout the company's history in Chargebee (Ad hoc charges and invoices not associated with the synced subscriptions are not included in this calculation)

Deals 

Property Group HubSpot Chargebee
Chargebee Subscription Information(Deal object in HubSpot and Subscription in Chargebee) Subscription ID Subscription ID
Subscription status Subscription status
Subscription MRR Subscription MRR
Product The Base Plan associated with the subscription is
Plan quantity Plan quantity
Setup fee Setup fee
Due invoices count Due invoices count
Remaining billing cycles Remaining billing cycles
PO number PO number
Next billing at Next billing at
Next billing amount Next billing amount
Total dues Total dues
Due since Due since
Deal Information(Deal object in HubSpot and Subscription in Chargebee) Amount The recurring total of the subscription.
Deal name New Sale for [company/contact name]
Deal stage If a trial subscription syncs, an interim deal stage can be chosen. If an active subscription syncs, deal stage will be closed won.

Setting up HubSpot CRM 

Step 1: Contact [email protected] if you wish to get this integration enabled for your site

Step 2: Select Settings > Third Party Integrations > HubSpot

Step 3: Click the Connect button and login to your HubSpot account.

Step 4: Grant the necessary permissions.

Sync Overview 

Sync Rules for Contacts 

You can choose how the customer data in Chargebee should be pushed into HubSpot. Click Proceed once you select the necessary settings.


Setting Available Options
Choose customers you'd like to sync a) Customers with Active Subscriptions
b) All customers
Choose what happens when a customer in Chargebee does not have a matching contact in HubSpot a) Create Contact
b) Do Nothing: No customer data will be updated in HubSpot
Choose what happens when a customer in Chargebee has a matching contact in HubSpot a) Override the fields (overrides all the existing fields in HubSpot)
b) Update empty HubSpot fields (Updates only the empty properties (fields) in HubSpot)
Choose what happens when a customer in Chargebee has a matching contact in HubSpot a) Override the standard fields that are a part of the field mapping (Chargebee will always be the master for custom properties that it creates and maintains in HubSpot)
b) Update empty HubSpot fields (Updates only the empty properties that are a part of the original field mapping in HubSpot)
Sync and Update Lifecycle stages in Hubspot Enable the toggle if you want to set specific lifecycle stages for your contacts.
Choose the Lifecycle Stage in HubSpot you'd like to create/update the contact in, when the Chargebee customer - Has no subscription - Has an In-Trial subscription - Has an Active subscription - Has a Canceled subscription The stages in HubSpot will appear under each drop down. Assign a stage for each setting. You can also assign the same stage for multiple settings. HubSpot lifecycle stages can only progress in 1 direction: Subscriber > Lead > Marketing Qualified Lead > Sales Qualified Lead > Opportunity > Customer > Evangelist > Other. Therefore if you have selected 'Lead' for 'Has no subscription', then you will not be able to assign the Subscriber stage to any of the other options.
Choose the Lifecycle Stage in HubSpot you'd like to create/update the contact in, when the Chargebee customer
- Has no subscription
- Has an In-Trial subscription
- Has an Active subscription
- Has a Canceled subscription
The stages in HubSpot will appear under each drop down. Assign a stage for each setting. You can also assign the same stage for multiple settings.

Map Customers from Chargebee to Hubspot 

Choose a unique field to map Chargebee customers to Hubspot contacts. You can use the Email, Phone number, or any other custom fields in Chargebee to map with the Email, Phone number, Mobile phone number, Work email, or Twitter username in HubSpot.

Sync Rules for Deals 

You can choose how to handle deals in HubSpot whenever a subscription is created in Chargebee. Click Proceed once you select the necessary settings.

Setting Available Options
When a subscription is created in Chargebee a) Create a deal: On selecting this option, Chargebee will create a deal in HubSpot. If you choose to create a new deal, then you will have to choose:

- Which Hubspot pipeline would you like to create this deal in: Chargebee will display all the pipelines that are available in HubSpot. Select the pipeline that you would like to use.

- Choose the deal stage in HubSpot you'd like to create this deal in: The stages of the pipeline that you have selected in the previous setting will be displayed here. Select the stage at which you to want to create the deal.

b) Update Existing deal: This setting is applicable when: The deals are available on HubSpot and the corresponding Subscriptions for these deals are directly created in Chargebee.

Here, instead of creating a new deal, the integration will map the subscription to an existing deal. In case you are choosing this setting, it is recommended that you have only one deal for a contact as the integration will map the subscription with the last created (open) deal in HubSpot.

On selecting this option, Chargebee will prompt you to configure the following setting.

- Which Hubspot pipeline would you like to create this deal in: Chargebee will display all the pipelines that are available in HubSpot. Select the pipeline that you would like to use. The integration will only look for open deals in this pipeline to map subscriptions to.
- Choose the deal stage in HubSpot you'd like to create this deal in
- If there are no 'Open Deals' for the contact, allow Chargebee to look for open deals against the company: Enable this setting to allow Chargebee to search for open deals against the company.

If there are no 'Open Deals' in HubSpot - Choose what you'd like to do when there are no 'Open Deals' against that contact/company in HubSpot.

Available Options are:
a) Create a Deal
b) Do Nothing: It will not create or update any deals, but subscription information will still sync to the contact and company in HubSpot
Note: If there are multiple open deals associated to the same contact in HubSpot, then the last created deal will be updated.
C) Do nothing: It will not create or update any deals, but subscription information will still sync to the contact and company in HubSpot
Create new deals in HubSpot for subscriptions that are in trial Enable this option if you want to create new deals in HubSpot for subscriptions that are in trial in Chargebee
Choose the deal stage you'd like to assign all In-Trial subscriptions to The stage that you select here will be applicable for all the subscriptions that are in trial in Chargebee. In case the setting Create new deals in HubSpot for subscriptions that are in trial is disabled then all the in-Trial subscriptions will automatically be assigned to the deal stage 'Closed-Won'.
Note

The sync rules for deals will be honoured only after the initial and full sync is completed. Deals will not be created in HubSpot for subscriptions that are already in Chargebee at the time of setting up the integration. This is because, when the subscriptions are synced from Chargebee to HubSpot, they are likely to have closed won deals. Created Deals for subscriptions at the time of the integration will result in duplication.



Once the full sync is completed, the sync rules will apply and the deals will be created as set in the settings. Please do note that the subscription does not create new deals when it is upgraded.

Sync Rules for Fields 

In case you have additional properties created in Chargebee (other than those in field mapping), you can push them into HubSpot using this setting.

Sync Rules for Orders 

Enable this option "Allow Chargebee to sync orders to HubSpot" if you want Chargebee to sync your Shipping orders and related details like last order date, next order date and so on.

Note
  • Sync Rules for Orders will show up only if you have enabled Orders in your Chargebee account.

  • The Shipping order information in HubSpot will be displayed only if you are using Shipping Orders in Chargebee. If and when you are using Shipping Orders the following properties will be updated in the Contacts Object of HubSpot.

    • Last order date
    • Last order Amount
    • Last order base component SKU
    • Last order status
    • Next order date
    • Next order Amount
    • Next order base component SKU
    • Next order status
  • Shipping order information is not updated in HubSpot if:

    • You have not enabled Shipping Orders in Chargebee.
    • You have chosen to not sync shipping orders into HubSpot.

Data Validation 

During the Data Validation phase, the integration tries to sync the data between Chargebee and HubSpot based on your sync settings (Map Customers from Chargebee to Hubspot). If the criteria does not match, then the settings that you have selected in the Sync Rules for Contacts will be applicable.

Run Initial Sync 

Chargebee tests the connection between Chargebee - HubSpot CRM by syncing the first 10 records. Once this is done you can choose to sync all the records.

Once the sync is complete, you can manage the settings of the integration from the Integration page.

The Settings page will look as shown below. You can view the hourly syncs, sync errors and edit your sync configuration changes from this page.

You can Enable auto sync by clicking the Enable auto sync option. If you wish to edit the sync settings, you can do so by clicking the Manage Sync preferences link.

In case you wish to disconnect from HubSpot, click the Unlink Integration option. Data synchronisation will be stopped immediately. The data that is already pushed to HubSpot will not be revoked.

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